From Accepted Quote to Reservation

When a guest accepts a quote and all required details are complete, the booking becomes a reservation — in your PMS automatically when that is enabled for your hotel, or ready for your team to enter manually when it is not.

Where the reservation appears

If your hotel has a connected PMS with automatic reservation creation enabled, the reservation appears in your PMS with the details the guest agreed to: stay dates, the selected room, the number of guests, and the total price. Depending on your setup, it may first appear as a hold rather than a final confirmed booking — the quote in Brixa shows Tentatively Booked while that's the case. See Reservation States Explained for what each state means.

If an accepted booking has not shown up as a reservation yet, some required guest details may still be missing — see Reservation Readiness for how to check and fill them in.

What to verify in the PMS

Automation removes the typing, not the responsibility. After a reservation appears, give it a quick check in your PMS:

• The dates, room type, and guest count match the accepted quote in Brixa
• The price and any included extras look correct
• The guest's name and contact details are complete
• The reservation's state matches the quote in Brixa — Tentatively Booked while a hold is open, Confirmed once you finalize it

Once the reservation exists in your PMS, treat the PMS as the source of truth for that booking. Changes to the stay should follow your normal PMS procedures.

Notes and special requests

Check the notes on the PMS reservation for anything the guest mentioned during the conversation — a late arrival, an anniversary, a dietary need. Front desk and operations teams can work from the PMS as usual, without needing to open Brixa.

When there is no PMS connection

If your hotel does not have a connected PMS, or automatic reservation creation is not enabled, your team handles the hold and confirmation manually:

1. Open the conversation in Brixa and find the accepted booking.
2. Copy the details — dates, room, guest count, price, guest contact details, and any notes — into your own system, and create the hold under your hotel's normal process.
3. Mark the quote Tentatively Booked in Brixa. The guest then sees a message that their reservation is being held, along with your payment instructions.
4. Once payment or a guarantee is in place, confirm the booking in Brixa.

The booking information stays available in the conversation, so you can always refer back to what the guest agreed to.