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 first presents 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 Discussing Options.

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.

While the guest is choosing, they can ask for something else — another room type, a different rate or cancellation terms, or a cheaper choice. Options that match are added next to the earlier ones, each with its own number, and the guest can pick any option that is still available. If nothing matches, the guest is told so and the earlier options stay open. A change of dates or guest count is different: the options are replaced with new ones for the new stay.

Selecting an option for the guest

If the guest tells you which option they want — for example on a phone call — you can select it for them while the quote shows Discussing Options.

1. Open the conversation and click Options being discussed in the booking panel.
2. Find the option the guest chose. Each option keeps the number the guest saw in the chat and shows whether the guest has seen it (Shown to guest) or not yet (Not sent yet).
3. Click Select this option and confirm.
4. The quote moves to Ready to Send. Review the new draft, then send the quote to the guest.

If the option is no longer available, or the quote changed in the meantime, you see a message and the list refreshes so you can check it again.

Removing an option

You can take an option off the table — for example a room you would rather not offer. Open the options list from the booking panel and click Remove on the option, then confirm. What happens depends on whether the guest has seen it:

• Not sent yet — the option is deleted. The options after it that the guest has not seen move up a number, so the guest never sees a gap.
• Shown to guest — the option keeps its number and is marked as no longer available. If the guest asks for it, they are told it is no longer available.

The option the guest picked cannot be removed; let the guest choose again first. Removing an option sends nothing to the guest and does not change the quote's status. If you remove every option, nothing happens on its own: add or find new options, or cancel the quote.

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.