Sending a proposal

A proposal is a real quote: a named itinerary, a price, a validity date and a link the customer can read on their phone and accept without calling you. Proposals start from an inquiry, under Sales → Inquiries.

Working your inquiries

Sales → Inquiries is a board with a lane per stage: New Leads, Contacted, Qualified, Proposal Sent, Proposal Expired, Negotiating, Won and Lost. Drag a card to move it, or change the stage on the inquiry itself.

Every inquiry arrives with the traveller, the dates and where it came from already attached, whether it started on your site, on WhatsApp or by email. Open one and you get four tabs: Details, Communication, Proposals and Notes.

Spam and duplicates happen. Disregard hides an inquiry from your lists and your statistics without deleting it or faking a stage; Restore brings it back.

Building the proposal

From the inquiry's Proposals tab, press New proposal. The builder opens as a full page — one long form you fill top to bottom and save in one go with the bar at the bottom. There's no autosave, so save before you walk away.

For a private trip the sections run: trip, dates, extras, composition and accommodation, details, pricing, payments, files. For a group departure they run: trip, dates, extras, details, Group package, payments, files.

Under Trip composition you shape the itinerary for this customer specifically:

• Add, remove or reorder days and the things on them.
• Rewrite a single day's text for this proposal only with Apply override — handy when one day differs from the template. Reset to template puts the standard wording back.
• Group optional add-ons into a choice so the customer picks at most one, for example one excursion on day three.
• Add optional extras they can take or leave.

Anything the pricing can't cost yet is flagged rather than hidden, so you never send a quote with an invisible gap. See Pricing & margin for how the total is built, and set the deposit and payment terms in the payments section.

Files is where you attach anything extra — a PDF, a hotel sheet, a visa note.

If a customer wants something entirely bespoke, start a private proposal with no itinerary blocks and type a Manual total instead. Add a block later and it switches back to calculated pricing on its own.

Checking it before it goes

Press Preview to open the proposal exactly as the customer will see it. Preview always shows the last saved version, so it's disabled while you have unsaved edits — press Update first.

Sending it

1. From the proposal, go to Send proposal.
2. Choose the channel: Email, WhatsApp or Both.
3. Pick a message template and fill in anything it asks for.
4. Press Send proposal.

The customer gets a message with a link to the proposal page. It's a web page, not an attachment, so it reads properly on a phone and stays current. See WhatsApp & the inbox for how templates work.

What happens next

A proposal shows as Draft, Sent, Viewed, Accepted, Declined, Expired or Cancelled, so you can see whether it's been opened before you chase.

Proposals carry a validity date, and the customer sees a countdown on the page. If an early bird discount is running, they see how long that lasts instead. Once the date passes, the proposal shows as expired and the inquiry moves to the matching lane.

On the page itself the customer can press Accept Proposal or Decline — declining asks them why, which is worth reading. Accepting turns the proposal straight into a booking, with no step needed from you. Pick it up from there in Managing a booking.

One thing that saves arguments: a saved proposal freezes the prices it was built from. Colleagues can keep editing the underlying trip without changing the number sitting in a customer's inbox.

What's next

• Pricing & margin — margins, discounts and deposits.
• Managing a booking — what an accepted proposal becomes.
• Trips, tiers & departures — the templates proposals are built from.