How to create a quote in Mews Events

A quote in Mews Events is a formal proposal of services and rates that helps you secure event bookings. In a quote you can outline event details, pricing, and additional services, ensuring transparency for potential customers. A well-configured quote improves conversion rates by providing clear, tailored offers that meet customer needs. 

The details you configure in a quote follow the template, ensuring consistency in pricing and service offerings. When you send the quote to customers via email, they receive a dedicated link where they can access the quote and review the offer. 

 

Note: When you create a quote, Mews Events assigns it a unique identifier, which you can use to track and process the quote according to your property's internal procedures. 

 

To create a quote, first you need to configure the following in Mews Events: 

• Within Settings configure: 
  • Quote template 
  • Event plan 
  • Terms and conditions 
  • Cancellation policies 
• Within Services configure: 
  • Services you want to offer to customers, for example, catering or special offers. 

 

In this article you can learn about how to configure a quote in Mews Events and send it to customers: 

• Step 1: Configure the quote header 
• Step 2: Add services
• Step 3: Add special requests 
• Step 4: Add special offers
• Step 5: Select a cancellation policy 
• Step 6: Configure payment
• Step 7: Configure commercial presentation
• Step 8: Add comments
• Step 9: Review and send the quote

 

Step 1. Configure the quote header 

1. In Mews Events, go to the main menu  > Quotes.
     
    
2. Click + Create quote. Note: The Go to booking engine button opens a page where you can add a quote using the booking engine. This is useful when a customer calls with an event request, but it only allows configuration options defined in the event type. Quotes created in the booking engine appear in the “To Be Processed” queue in Quotes.  
3. Configure Quote header. Note: Fields marked with an asterisk * are mandatory.
   
   Quote header
   
   

   1. Click Quote header to expand the section. 
       
   2. In the Customer section, add the guest’s contact details, country, and address.
      Note:
      • The system automatically assigns the quote number, and you cannot change it. 
      • The Tax Identifier field is mandatory in some legal environments, for example, Belgium.
      • This information is sent to Mews Operations. The system uses this information to update the customer profile and the bill.
   3. In the Event section: 
      1. Type the concise and informative event name.  
      2. Select Event type. 
      3. Select Customer type, based on profiles in Mews Events. 
      4. The Plan name should reflect the configuration in Event plans, based on three values:
         • Event type 
         • Customer type
         • Number of attendees (capacity).
           When you save the header, the system finds the closest match and fills in the plan name automatically. Note: If you enter a custom plan name, the system may override it. If no event plan matches the configuration, the plan name defaults to "Other" and appears as such in Event plans. 
      5. Configure arrival and departure dates. 
      6. Enter the number of attendees. 
      7. In Default language, select the default language for your quote to display in the booking engine and email your prospects receive.  
   4. Optionally, in the Email section, click + Add email to configure email address to send copies of the quote to. These recipients can only view the quote and cannot edit it. 
   5. Optionally, in Final client reference, add the reference number that will appear on both the quote and the deposit invoice. In most scenarios, it is for internal use only. 
   6. In Venue finder, select a value from the available options.  
   7. Click Save.  

        

    

Step 2: Add services

1. Click Services to expand the section.
2. Click + Add service.
    
   
   
3. Click Service type. 
4. Select a service from the dropdown menu and configure the corresponding options. 
5. Click Add. 
6. Customize the service as applicable. Note: The service type “Other” allows you to use negative values, for example, when you want to create a discount. 
7. Use the available action icons on the right-hand side of your service: 
   • Deletes a service 
   •   Duplicates a service 
   •   Reorder services
8. To add more services, click + Add service. Note: You can use the + Duplicate a day button to reuse the configuration and save time when adding services. 
9. Click Save. 

 

Step 3: Add special requests 

1. Click Special requests to expand the section. 
2. Click + Add request. 
3. Complete the form: 
      
   1. Add Request title.  
   2. Add the request description. 
   3. Select the date. 
   4. Add a short description of the request on the quote. 
   5. Use the slider to mark the request as Cannot be arranged, as applicable. 
   6. Configure quantity and price. 
4. To add more requests, click + Add request. 
5. Click Save. 

Here, you can also manage any requests received through the booking engine. Indicate whether: 

• The customer can make a request free of charge. 
• There is an extra fee linked to the request. 
• The request cannot be arranged. 

 

Step 4: Add special offers

1. Click Special offers to expand the section.
2. Configure any complimentary services such as parking, upgrades, or other offers for the guest.  
3. Click Save. 

 

Step 5: Select cancellation policy

1. Click Cancellation policies to expand the section. 
2. Select of the available options to adjust the cancellation policy: 
   • Strict 
   • Intermediate 
   • Flexible 
3. Click Save. 

Note: To customize cancellation policies, go to the Legal information section in Settings.

 

Step 6: Configure payment  

1. Click Payment to expand the section. 
2. Select Payment type. 
3. Configure the quote validity date. This sets the expiry date for the quote if the customer fails to pay for the event. 
4. Optionally, to block spaces for the entire period of the quote, check the Firm option box. 
5. Optionally, to allow prospects to negotiate contracts, check the Show counter proposal button on quote box. 
6. Optionally, to add deposit, click + Add deposit. Configure the deposit percentage and payment deadline, as applicable. 
    
7. Click Save.

 

Step 7: Configure commercial presentation

1. Click Commercial presentation to expand the section. 
    
2. Select the checkboxes to specify elements that show on the quote. You can: 
   • Hide the “Extras” section 
   • Display the proforma before commercial presentation, and 
   • Hide cancellation policy. 
3. Optionally, attach a PDF file or a link with additional context, for example, your business partner offers or official announcements. 
4. Click Save. 

 

Step 8: Add comments 

1. Click Comments to expand the section. 
    
2. Use the free text fields to add: 
   • Internal comments: Not visible on the quote and are for your staff’s internal use. 
   • Customer comments: They are visible on the quote and viewable by the customer. 
3. Click Save. 

 

Step 9: Review and send the quote 

1. Double-check the quantity and rates listed in Services. 
2. To review the configuration, at the top of the quote configuration page, click  > Preview quote. This opens a separate page with your quote. 
3. Once verified, click Confirm and send. 
4. Click Confirm in the message pop-up window to share the quote with the customer. 

 

This creates a quote that now appears in the “To be processed” queue on the Quotes main page. 

 

You can learn more about how to edit a quote in Mews Events here.