Creating and Sending Quotes

Quotes take shape from the guest's conversation and wait for you to review, adjust, and send. This article covers what a quote contains and how to prepare, send, and update one.

Starting a quote

Most quotes appear on the conversation automatically once the guest shares their stay dates and party size. If key details are still missing, the quote shows Missing Information until the guest answers.

To start or adjust a quote yourself — for example after a phone call — open the conversation and edit the booking details: check-in and check-out dates, adults, children, infants, and room preferences.

Quotes with multiple room options

A quote can present several room options, each with its own room type, price, and cancellation policy. If your hotel has a connected PMS, availability and prices come from it, so options reflect live inventory. Two options can even share the same room type but differ only in the rate — for example, a lower non-refundable price next to a pricier flexible one — so always check what each option includes and its cancellation terms, not just the room. When a PMS-connected quote has more than one option, the lowest-priced one is always included and marked Best Value, and the others are variations of it — a different rate on the same room, or a nicer room on the same terms — so the guest can compare like for like instead of unrelated picks. The guest sees the options side by side and picks one; while they decide, the quote shows Options Presented.

If the guest asked for something specific, such as a sea view or a ground-floor room, Brixa only presents options that match. When nothing available matches, Brixa still shows the best option it found and notes which request it could not meet, rather than saying nothing is available.

What a quote contains

• Stay dates and the guest count
• One or more room options with nightly and total prices
• Included products and services, such as breakfast, city tax, or a welcome drink — your required items appear on every option
• The cancellation policy that applies to the chosen rate
• Any additional notes you add for the guest

Reviewing and sending a quote

To send a quote:

1. Open the conversation and find the draft message that presents the quote.
2. Check the dates, guest count, prices, and included items.
3. Edit anything that needs a human touch.
4. Send the message. The status changes to Sent once the guest receives it.

How the guest receives it

The guest gets a message on whichever channel they wrote on — chat, WhatsApp, or Instagram — containing a link to the quote. Opening the link shows the full offer, and from there the guest can pick an option, accept, or decline.

Sending an updated quote when details change

To send an updated quote after dates, guest count, or preferences change:

1. Edit the booking details on the conversation, or let the guest's latest message update them.
2. Review the refreshed prices and included items in the new draft.
3. Send the updated message to the guest.

To understand each status a quote can show, see Quote Statuses Explained, and for validity periods see Quote Expiry and Follow-Ups.