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Built into the CRM, not bolted onto it

Quotes and Invoices for Hotels: Keep the Signed Version With the Booking

A confirmed banquet is a small pile of paper: a proposal that went through four revisions, a signed event order, an advance receipt, a GST invoice, a rooming list, and behind the corporate bookings a rate contract with a validity date somebody negotiated last year. Most properties keep that pile across an inbox, a WhatsApp thread and a drawer in the sales office. Keeping it on the deal record is the difference between a settlement conversation and an argument on the day.

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Which version did the family actually sign

Banquet quotes change constantly. The menu moves from silver to gold, decor is added and then trimmed, the room block grows by ten. Each revision leaves as a PDF over email or WhatsApp, and by the fourth there are two coordinators, three attachments with almost identical names, and a family working confidently from whichever version they liked best. On the day, what was included is settled by whoever can produce their copy fastest.

The corporate side hides a different risk. A rate contract carries a negotiated rate, a validity window and a volume commitment, and all three matter at renewal. When it lives as an attachment in one sales manager's mailbox, the property renegotiates from memory against a coordinator holding the actual document. And an advance receipt that never reached the file becomes an awkward call to a guest who has already paid.

Every document sitting on the deal it belongs to

Proposals, signed event orders, advance receipts, GST invoices, rooming lists and rate contracts attach to the enquiry and the deal rather than to a folder. Version history marks the current revision clearly and keeps the earlier ones visible, so what the family received and when is a matter of record. Documents can be requested over WhatsApp from the record, and the reply files itself against the same history. Stage checklists prevent a wedding deal reaching confirmed without a signed order. Dated documents surface as tasks before they lapse, and the audit trail shows who uploaded which revision.

More on the capability itself: Quotes and Invoices. More on this industry: CRM for hotels.

A wedding that reaches the date without a dispute

A family confirms a December reception after three rounds of menu changes.

  1. 1Each revised proposal saves onto the deal, with the latest version marked as current.
  2. 2The signed event order and advance receipt attach at confirmation, which the stage checklist requires.
  3. 3The rooming list arrives on WhatsApp a fortnight out and files itself against the same deal.
  4. 4The GST invoice is raised from the record afterwards, sitting beside everything that was agreed.

One price, one plan: ₹899/user/month + GST on annual billing. The Free Forever plan carries one user and 200 leads with no card and no expiry, which is enough to run this workflow on your own data before anyone signs anything.

What else this team uses

The same capability, other industries

Questions teams ask

Try it on your own data

Import a list, run the workflow above, and see what it looks like with your names on it. Setup takes 15 to 30 minutes.

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