A sales proposal can be produced after a request has been created using the form detailing the customer's requirements.
Customer specifications :
The elements of the specifications are listed at the top of the page. You can view the details of the specifications by clicking on the summary sentence.
Your offer :
Display options can be selected according to your working habits. Some options can be set by default in the Hosting > Display file.
- Breakfast included
- Show timetables
- Show spaces: to indicate the names of associated rooms
- Display package details: to provide customers with details of each item in a package
- Personalised version of quotations: tick this box if you have set up personalised quotations in your general settings.
Drafting the commercial offer :
Backyou collects all the services requested and highlights them in the sales proposal.
List of services :
Each line in the proposal represents a product or service.
For each product, you will find :
- The name of the product or service
- The price of the product including all taxes
- The applicable VAT rate
- Specified quantities
- The total for this line
- A detailed description of the product or service
- The dates on which this product or service is offered
Other product features:
In the product thumbnail, you will find 3 small dots in a white circle with clickable fields to perform certain actions:
- Apply a discount: discount in Euros applied directly to the product.
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Convert into a product with undetermined dates: add a product to your quote without a specific date
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Convert into a buy-resell product: add to the quote a service provided by an external supplier (equipment rental, shuttle/taxi, etc.)
- Make Optional: add a product to the quote as an option. It will be appearing on the quote without being included in your total amount.
- Replace with: replace the product with another product or service.
- Subdivide: only available for Rooms in the case of a stock sale in ROH with a single price and allow room categories to be escalated via connectivity.
- Delete: remove the product from the sales proposal if you no longer wish to offer it to the customer.
Configuring the space associated with a service :
Below the products (with the exception of room products), a thumbnail is displayed so that you can configure your space according to the service.
It is displayed in orange if no space has been allocated by default.
The sticker is green if a space has been associated by default with the service offered.
Click on the pen to set or change the preset parameters.
Space configuration options :
- You can adjust the times of the service according to the customer's availability or requests.
- Associate a room: by associating the room with the service, it will be visible in your room calendar.
Advantages of association with the venue :
- This association gives your team a clear view of the services scheduled in each room.
- This information will be taken into account when the job description is created.
A package allows you to group several products into a single line with one description and a total price.
When you click on “Configure the package”:
You can now use quantity differentiation for a specific product.
Differentiation allows you to perform several actions:
> removing a morning break from the package: 1 Package = 0 Product.
> split a flat price among the participants
→ situation: a quote with 10 billed study day packages, the flat price of the room rental can be divided among the 10 participants: 10 Packages = 1 Product.
> double the quantity of a product
→ situation: a quote with ‘double room and breakfast’ packages, the breakfast in one package will be doubled this way: 1 Package = 2 Products
You can also pre-configure your packages by using quantity differentiation in Accomodation > Products > Packages.
Additional options:
- add additional products: free products or products already registered
- apply a reduction in monetary value to the entire commercial offer.
- check the tourist tax: this is automatically calculated by Backyou when the form is created. If you change the number of people, be sure to check the amount of tax by clicking on the wheel icon. If your offer includes overnight stays for children benefiting from free tourist tax, make sure you enter the correct number in the calculation (Backyou does not distinguish between minors and adults).
- tick or untick the payment of tourist taxes at the time of booking. If you do not tick them, the tourist tax will not be included in the total cost of the quote.
Offer price validity period :
The validity period of the offer is automatically indicated according to the display settings you have defined. You can change the duration on a file at any time if it does not correspond to your agreement with the customer. Please note that the validity period does not correspond to an option.
As a reminder, to change the number of days an offer is valid for: Accommodation > Accommodation details > Display.
Details of your offer:
In this box, you can include all the details you wish to give your customer, if necessary.
Add attachments to your offer :
You can add an attachment to your sales proposal, specially adapted for this customer (for example: rooming list, menu, etc.).
Booking conditions:
- Booking conditions associated with this quote
The general terms and conditions are automatically included in the quote. You can change the associated terms and conditions at any time by selecting a new GTC from the drop-down list. You can manage your terms and conditions directly in the Hosting > Terms and Conditions section.
- Terms of payment
Payment terms are automatically imported and calculated based on the check-in date. You can adjust them at any time for a specific file.
If your payments are initially spread over two instalments, you can add a third (up to a maximum of five).
If you want to change your payment terms permanently: Hosting > Terms and Conditions.
- Special conditions:
In this field, you can enter specific conditions for this offer in free text.
PDF template :
The text displayed on the cover page is automatically linked to your pre-configured quotation template. This text is displayed on the cover page. You can personalise this text for each customer by modifying it on each quotation.
To modify your pdf template and this text: section Hosting > Templates
Select a segment: if you have previously set up segments, you can associate them with a quote. This enables you to obtain statistics by customer type.
To configure your segment: Settings > Segmentation > Create a new group.
Publish the offer :
Once you have drafted your sales proposal, you have several options: publish it, preview it, save it or decline it.
Before previewing your offer, make sure you save it so as not to lose any data.
When you publish your offer, you can choose whether or not to notify the customer by e-mail. If they are not notified, they will not receive any information by e-mail about their offer, but they will be able to consult it in their personal Backyou space.
If you notify your customer :
You can choose a pre-configured message template (Settings > Message templates). Using these templates, Backyou automatically retrieves the data from the dynamic fields. You can also add additional elements or information as required.