Turn a quotation into a booking

When the customer chooses an option, online or by phone, turn it into a booking from the quotation. Nothing is typed twice: the customer, the number of travellers and the price come from the option.

Before you start

• You need permission to create bookings.
• The quotation must not be declined or already booked.
• Your plan's monthly number of new bookings must not be used up.

Steps

1. Open the quotation.
2. On the chosen option, press Customer chose option …. On a quotation the customer accepted online, press Create booking on the banner, or Book this option on the highlighted option.
3. The window Book option … for … opens. If the quotation has several options, check that the right one is ticked.
4. If the quotation has no trip, choose Departs and Returns. The window says This quotation has no trip yet, so a trip is made for these dates. and shows the number of nights.
5. Check Adults (it starts with the quotation's travellers) and set Children if any.
6. If the customer paid now, type it in Deposit received now and choose Paid by. Leave it empty if nothing was paid yet.
7. Check the total at the bottom: Booking total, or, with children, the total For … adults with Children are added at the trip price for children.
8. Press Create booking.

After you book

• The option's card turns over and shows Booking created with the booking number. After two seconds the booking opens.
• The booking has the customer, the number of adults and children and the option's price per person. The option's hotel becomes the booking's preferred hotel, shown under Stay as prefers …. Hotel rooms are given out from the trip's contracted rooms, as for any booking. A quotation without a trip gets its own trip for those dates.
• The deposit, if you typed one, is recorded on the booking with the method you chose.
• The quotation's status becomes Booked. Open booking replaces Delete, and the quotation can no longer be changed or deleted.
• If the quotation came from an open lead, the lead moves to the booked stage, whoever books it: no permission on leads is needed.
• The booking counts towards your plan's new bookings for the month.

Continue on the booking: add the travellers' names, send the confirmation and collect the balance. See Record a payment.

If something goes wrong

• Choose the travel dates: the quotation has no trip and the dates are missing, or Returns is not after Departs.
• The deposit is more than the total: lower the deposit.
• This quotation is already a booking: someone booked it already. Press Open booking.
• This quotation is already being booked: the button was pressed twice, or a colleague is booking it now. Wait a moment and refresh.
• Your … plan allows … new bookings a month. Upgrade the plan in Settings → Plan and billing to continue.: the plan's limit is reached. Ask the agency owner.
• Customer chose option … is missing: the quotation is declined (duplicate it first), it is already booked, or your role cannot create bookings.