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Changing The Status of a Booking


Converting a Quote to a Tentative Booking

Once a customer has accepted your proposal you can move the quote to the tentative booking stage. Note: You can absolutely continue to edit the price and items that have been added to your quote as required, and send updated versions of the proposal. 

Before converting the quote to tentative we want to confirm that the space is still available. The easiest way to do this is to:

  1. Navigate to the Function Diary

  2. Go to the Date of the Quote

  3. Confirm that there are no other Tentative or Confirmed Bookings on at the same time

  4. Click on the Quote or navigate back to Sales > Quotes > Select your Quote

  5. Click on the Details Tab

  6. Click on Change Status

  7. Change the Status to Tentative

  8. Update the Opportunity Stage and Reason

  9. Confirm the Closed Date. You are able to retrospectively date stamp the date the quote was converted for reporting purposes

  10. Click Change

  11. The Quote will now be moved from Sales > Quotes to the Bookings Tab



 

 

Creating Payment Terms and an Invoice

Depending on your own workflow, the next step is normally to confirm the payment terms for the contract and to create a deposit invoice. Please review our Invoice Overview Knowledge Article for an in-depth understanding of how payment terms and invoices are added and created.

  1. Click on the Statement Tab

  2. Click on Payment Terms

  3. Confirm or edit the payment terms for the contract

  4. Click on the Statement Tab

  5. Click on Add Invoice > Payment Terms > Select the Deposit Payment (or your required invoice)

  6. If you wish to send the invoice to the client now, select the invoice and select Email. Alternatively, you can send the invoice and the contract together in the next section.

 

 

 

Creating and Emailing a PDF or E-Contract

Before creating a contract, ensure you have added the Payment Terms to the booking, as these will be merged into the contract.

  1. Click the Documents Tab
  2. Click Create Document
  3. Select PDF Contract or E-Contract depending on your preference. Learn more about Creating Document Templates.
  4. Select My Templates from Template Type. (Only use standard templates if you have been advised to do so)
  5. Select your preferred template
  6. Add in the optional expiry date of the contract
  7. Press Save
  8. The page will refresh automatically until the document is ready. Click on the Preview button.
  9. Review the document and amend the terms and conditions as required. At this stage you can save the document as a draft.
    Important Note: Do not edit any text or monetary value in the Summary Outline or Estimated Budget Outline. If you need to alter the items or price, cancel this preview and change the actual items from the tabs from the steps above and recheck the summary tab
  10. When ready press the Generate PDF or Generate E-Document Button
  11. The page will refresh until the document is ready. Select the document and press Email
  12. Select a template, and select the documents you wish to send. At this stage you can send both the contract and the invoice generated in the last section at the same time. Press continue and send the email as per sending the proposal

 

 

 

Confirming a Booking, Uploading a Contract and Paying an Invoice

Once the client has paid their deposit and signed the contract (depending on your own business procedures) we can now confirm the booking.

Note. Under Setup > Venue Details > There is an option to automatically update the status of the booking to confirmed once the deposit invoice has been paid. If you have used the Pay Now button and an E-Contract Template, you will receive a confirmation email and the status of the booking will automatically be changed to Confirmed.

 

  1. Navigate to your booking under Bookings > Bookings or from the Function Diary

  2. Click on the Details Tab

  3. Click Change Status and change the status to Confirmed

  4. Update the reasons why and the date as required

  5. Click onto the Documents Tab

  6. Click on Upload to manually upload a signed paper copy of the contract. If the customer has digitally signed the E-Contract, you will be able to view the customer copy which is now saved in your booking

  7. Click on View Venue to view your copy and countersign if required

  8. Click on the Statement Tab

  9. If the invoice has been paid already via the Pay Now Button or via one of our integrated accounting systems - it will be marked as PAID. To manually mark the invoice as paid, select the invoice and press PAY INVOICE > OTHER

  10. Select the amount that was paid and the method and press save

  11. Learn more about Invoicing

 

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