How to Process Quick Quotes and Finalize Bookings

Learn how clients submit Quick Quote requests, how the internal team processes estimates via Zoho, and how clients complete their final event bookings.

May 18, 2026 By Heidi Badenhorst

This guide explains the end-to-end Quick Quote process, showing how clients request an estimate, how the team issues an official quote, and how the client finalizes their event booking.

This workflow applies to sales and event coordinators who manage incoming venue leads and formalize reservations using Zoho.

Submitting a Quick Quote (Client Experience)

Clients access the Quick Quote form via a direct link (sent through email or WhatsApp) or via an embedded form on your website.

1

Enter your contact name and select the correct profile from the suggested dropdown.

Step #2: Click Continue to proceed to the event details section. — Click **Continue** to proceed to the event details section.

The client then provides the logistical requirements for their event.

Step #3: Select the requested event date using the calendar picker. — Select the requested event date using the calendar picker.

Step #4: Select the number of days the event will run from the dropdown menu. — Select the number of days the event will run from the dropdown menu.

5

Enter the total number of expected guests.

Clients next choose the type of package they need.

Package Option	Inclusions	When to use
Full Day Conference	Catering and venue for the entire day	For all-day events requiring full service
Half Day Conference	Catering and venue for part of the day	For morning or afternoon sessions
Venue Hire Only	Venue access only	When no catering or standard packages are needed

Step #6: Select Conference Package to include catering and the venue. — Select **Conference Package** to include catering and the venue.

Step #7: Choose the specific tier, such as the Full Day Conference Package. — Choose the specific tier, such as the **Full Day Conference Package**.

Based on the guest count, the form automatically suggests a room recommendation. Clients can override this selection if they prefer a specific venue layout.

Step #8: Select the preferred primary room, such as the Manhattan Conference Room. — Select the preferred primary room, such as the **Manhattan Conference Room**.

If a client books a room that is significantly larger than their guest count requires, the system will automatically calculate and apply an additional room supplement fee.

Step #9: Click Continue to view the pricing calculation. — Click **Continue** to view the pricing calculation.

The system multiplies the number of attendees by the daily rate and adds any applicable room supplements.

Step #10: Review the estimated total and click Submit. — Review the estimated total and click **Submit**.

Processing the Quote Request (Internal)

An automation checks for new quote submissions every 15 minutes. When triggered, it routes a notification to the internal coordination team and prepares a draft follow-up email for the client.

When a new quote is submitted, you will receive a notification to generate the official document.

Step #11: Open the email titled INTERNAL: Quote Request to review the client's event details and estimated total. — Open the email titled **INTERNAL: Quote Request** to review the client's event details and estimated total.

Using these details, log into Zoho and generate the official quote document. The automation has already pre-drafted the follow-up email to the client and placed it in your inbox.

Step #12: Open the pre-drafted email addressed to the client, attach the Zoho quote and your Terms & Conditions, and send the email. — Open the pre-drafted email addressed to the client, attach the Zoho quote and your Terms & Conditions, and send the email.

Completing the Booking (Client Experience)

Once the client receives your email, they can review the attached official quote. If they are ready to proceed, they follow the link provided in the email body.

Step #13: Click the golden Complete Your Booking button in the email. — Click the golden **Complete Your Booking** button in the email.

This opens the full booking form where the client confirms their final guest count, package type, and any other detailed requirements.

Step #14: Fill out any remaining event details and click Continue to finalize the reservation. — Fill out any remaining event details and click **Continue** to finalize the reservation.

FAQ

Q: How often does the quick quote automation run?

A: The automation that picks up new form submissions and routes internal and client emails runs every 15 minutes.

Q: What happens if a client selects a room too large for their group?

A: The system automatically calculates and adds a room supplement fee to the total estimate to account for the size difference.