A quote is a record of what the guest chose and what it costs: every line, VAT and the total. It keeps the prices from the day it was made, so you can change your products and prices later without changing quotes you've already sent.
The totals
| Total | What it includes |
|---|---|
| Subtotal | Everything the guest has chosen, before VAT. |
| Adjustments | Anything your pricing plan adds, such as a catering minimum top-up. |
| VAT | Worked out on each line and added up. |
| Total | Subtotal, plus adjustments, plus VAT. Guests see this as "Total inc. VAT". |
The lines on a quote
| Line | Where it comes from |
|---|---|
| Venue hire | Your venue hire product, or your pricing plan's price for that date. Always one line, with seasons, weekends and so on already included. |
| Products | Extras the guest picked, such as AV or a late licence. |
| Menu choices | The dishes and packages they picked from your menu. |
| Catering minimum top-up | If their food comes to less than your plan's minimum spend per guest, this line makes up the difference. |
Each line shows its name, quantity, price, line total and VAT rate. You can see a full breakdown of how the venue hire price was worked out on the quote page in your dashboard. Guests just see one venue hire figure.
Quote statuses
| Status | When |
|---|---|
| Sent | The guest has sent the form. Their proposal link works. |
| Viewed | The guest has opened the proposal at least once. |
| Amendment pending | You've approved a change after the guest signed, so they need to sign and pay again on the new terms. |
| Accepted | The guest has signed your contract. |
| Paid | The deposit has been paid. |
| Expired | More than 30 days old and not accepted. |
When the guest switches items on and off
If a guest unticks an optional item on their proposal, the subtotal, VAT and total update straight away. The catering minimum top-up stays as it was when the quote was made.
Why doesn't the minimum move? So a guest can't slip under your minimum spend by unticking dishes. The figure they first saw is the one they're working from.
Changes and new versions
If a guest asks to change their date or guest numbers, you'll see the request on the quote, with the new price. Approve it and Innkept makes a new version of the quote. The old links keep working and open the latest version.
Expiry
A quote lasts 30 days. After that, the proposal link shows a message asking the guest to contact you for a fresh one, unless they've already accepted or paid. If a guest comes back months later, your prices may well have changed anyway.