Creating a quote (for custom bookings)

Updated on 2026-07-18

Daily → Create quote — for larger or special requests that don't fit a standard booking (corporate event, long-term guest with a custom rate, package deal).

Flow

1. Pick the guest (existing or new) and fill in the details
2. Add one or more stays — each stay has its own arrival/departure and its own rooms. Handy for a guest who wants to lock in two weekends at once, or a group booking several periods. On acceptance, each stay becomes a separate booking. Next to each room you immediately see a green or red dot: available or occupied in that period.
3. Prices are override-able — leave Price/night empty for the automatic rate, or type a special agreement (e.g. €120/night for a corporate guest) directly. The rate is frozen onto the booking.
4. Add extras (products, quantity, custom description)
5. BedFlow generates a proforma invoice + a public quote URL (/quote/{id}). After saving you immediately get two buttons: View quote and Copy link — paste the link straight into your email or WhatsApp.

Length-of-stay discount: applied automatically

Do you have a rate rule for a length-of-stay discount (e.g. -4% from 2 nights)? Then the quote applies it automatically to automatic rates — exactly the same discount as a regular booking, so quote and booking always match.

On the quote, the room is listed at the full rate, with a separate line "Length-of-stay discount -X%" underneath. That way the guest sees what they save instead of only the bare net price. The discount line appears on the web page and the PDF, in the guest's language (NL/EN/FR/DE), and VAT + totals stay correct.

Did you enter a price/night manually? Then it stays exactly as you typed it — no extra discount is added on top.

What does the guest see?

A public quote page with:

• Summary per stay (days, rooms, total amount)
• The discount line, when applicable
• All details editable by the guest (completing contact details)
• 📥 Download proforma PDF
• ✅ Accept + pay button (Stripe)

The page is mobile-friendly: on a smartphone, the quote lines become clear cards instead of a tiny table — after all, most guests open the link via WhatsApp on their phone.

Accept flow

Guest clicks "Accept quote" → BedFlow:

• Creates a separate booking per stay
• Takes over the frozen prices (rate_per_night + unit_price_override)
• Generates a new final proforma per booking
• Sends the standard confirmation email

The guest pays one deposit on the entire quote total (the configured deposit percentage, default 30%) — not one payment per booking. BedFlow automatically splits that deposit proportionally across the bookings.

If the quote runs through a new debtor, it is created automatically.

Editing a quote

As long as the quote hasn't been accepted, you can edit it: just click the quote row in the invoicing overview (or use the pencil icon) and you're straight in the edit form — add an extra discount, change options, anything goes. You set the validity per quote (default 7 days, max 30). Accepted quotes are deliberately no longer editable: a booking is already attached to them.

Sending and following up on a quote

• Sending — click the airplane icon on the quote row: the guest receives a branded email (in the language of the quote) with a button to the quote page. The customer's email address is already pre-filled. You adjust the text via Email templates → Quote Sent.
• Views — the chart icon shows how often, when and from which IP address the customer viewed the quote (your own logged-in previews don't count). On the first view you get a Telegram notification — the perfect moment to follow up.
• The airplane icon turns grey once the quote has been sent, with the last send date in the tooltip.
• The Recent quotes block (on the quote page itself) also shows each quote's status ✈️ sent and 👀 viewed, with quick actions: edit, send directly, view as customer and copy the quote link.

Where used historically?

For renting the wellness stand-alone (without an overnight stay), corporate meetings, packages, and multi-room or multi-period requests where the guest specifically asks for a custom quote.

FAQ

Can I put several periods in one quote? Yes. Click Add stay — each stay gets its own dates and rooms, and becomes its own booking on acceptance. The guest still simply pays one deposit for the whole.

Why don't I see a length-of-stay discount on my quote? The discount only applies to automatic rates. If you typed in a price/night yourself, BedFlow respects it as your explicit agreement.

The Copy link button — does it work everywhere? Yes, the link is copied straight to your clipboard. You'll also find the same quote URL via View quote.