First, clearly outline a complex request

Don't treat every request as a booking right away

Some requests fit perfectly within your standard offerings. The customer selects an available time slot, fills in the group details, and your team can then review the booking.

Other questions require further discussion first. An organization may want to combine several groups, modify a program, or have a price quote prepared before making a decision.

For these types of tours or activities, you can configure each listing so that the online process first generates a request for a proposal.

The information the customer has already entered will be retained. This means your team won't have to re-enter the date, groups, languages, and contact information from an email or form.

Review the application thoroughly before sending it

Once we receive your request, your team can check whether the requested tour is feasible and provide further details.

Among other things, you can adjust the group assignments, practical details, and financial arrangements. You can then view the proposal as the customer will receive it, including the relevant activity, groups, contact information, and price.

This way, you can first make sure everything is clear and correct before asking the customer to make a decision.

Choose between automatic submission and prior review

Proposals from an online application can be sent automatically whenever it suits your organization.

If you want to review each request first, have a staff member check the proposal and send it manually.

So you don't have to use the same procedure for all tours. A simple request can be processed more quickly, while a complex case will first receive the necessary attention.

See which proposals still need a response

In the proposal overview, you can see which proposals are still pending, when they were sent to the client, and the amount proposed.

This way, your team won't have to search through sent emails to figure out which customers still need to respond.

If no response is received, a staff member can manually send a reminder. A separate email template can be used for this purpose, so that the follow-up remains recognizable without having to rewrite each message from scratch.

The customer's response and the automatic expiration of a proposal also appear in the notifications and recent activity overview.

Don't leave unanswered proposals open indefinitely

You can set the time after which a proposal automatically expires if the customer does not respond.

This way, old requests won’t remain in your schedule indefinitely as potential assignments. Your team will receive a notification when a proposal expires and can decide whether further follow-up is still worthwhile.

Once a proposal is created, it reserves the corresponding capacity. If the customer declines the proposal or it expires automatically, that capacity becomes available again.

Forward a customer agreement to your booking tracking system

If the customer accepts the proposal, Eguide immediately creates a booking with the status "Pending Validation."

The information from the proposal is retained. This means your team does not need to create a new file or re-enter the agreements that have already been made.

Customer approval does not yet mean that the booking has been confirmed operationally. An employee first reviews it and then validates it from the same workstation where group management, scheduling, and financial tracking are handled.

Decide for yourself when the customer pays

Acceptance of a proposal and payment do not have to occur at the same time.

You can have the customer pay immediately after they agree, or you can send them a payment link manually at a later time. In both cases, the booking is created with the status "Pending Validation."

This allows you to maintain control over the individual sales, payment, and booking statuses.

You can then track the payment received and any outstanding balance separately within the booking.