Quote to Book

For: Agents Where to find it: Sidebar → Quotes (seat-holders) · Billing → Add-Ons to switch it on

Quote to Book turns the rates already in your managed inventory into a priced client quote, keeps every round of revisions as its own version, and sends the result as a branded PDF. You price from the rate sheets you hold rather than re-keying them into a spreadsheet, so a quote reflects what your suppliers actually gave you.

It is the client-facing counterpart to the Rates Engine, which is what gets those rates into Tourium in the first place. Quote to Book requires it.

What it does

  • Quoting from your own rates. Add a property or service to a quote and Tourium prices the line from your rates for those dates and that occupancy — including seasons, child bands, single supplements and levies. You set a markup; the sell price follows.
  • Versions. Every round of changes opens a new version. The version you sent stays frozen exactly as the client received it, so "what did we quote in March?" always has an answer.
  • Branded PDFs, sent from Tourium. A quote goes out as a PDF on your own logo, colours and font. See Branding your quotes below.
  • The rate-gap worklist. When a line cannot be priced — no rate for those dates, a missing child policy, an occupancy your sheet does not cover — Tourium records it as a rate gap instead of silently guessing. The worklist collects them so somebody can go and fix the underlying rate sheet.
  • Optional lines. Mark a line optional and it is quoted with its own price but excluded from the quote total. It prints in a separate "Optional extras" section below the total, so a client sees what an upgrade costs without it inflating the headline number.

What it costs

Quote to Book is billed per seat, and the first seat costs more than each additional one:

Seats Monthly
First seat R2,499
Each additional seat R999

So 3 seats is R2,499 + R999 + R999 = R4,497/month, not 3 × the first-seat price. Prices are VAT-inclusive and may change — the Billing page always shows your actual total before you confirm anything.

Seats are separate from your plan's ordinary team seats, which cover logging in and using the rest of Tourium.

Turning it on

  1. Go to Billing and find Quote to Book in the Add-Ons list. It requires the Rates Engine; selecting it switches that on too if you do not already have it.
  2. Switch it on. A dialog asks you to choose the team members who should get a seat, and shows what your add-ons will come to per month before you commit.
  3. Confirm. Quotes appears in the sidebar for seat-holders.

You can also enable it during signup. The agent guided setup has a Quote to Book step where you pick the seat-holders and set a default sell currency and default markup percentage; those two are used to pre-fill every new quote, and you can change them on any individual quote.

Switching the add-on off removes all seats immediately and stops its billing from your next cycle. Quotes you have already built are not deleted.

Who needs what

Two different questions decide who can do what: do you hold a seat, and which permission do you have.

To do this You need
Open Quotes and build, price, version or send a quote A Quote to Book seat, plus the quotes.manage permission
Work the rate gaps worklist The rates.manage permission — no seat needed
Grant or revoke seats Seat-management access (owners and admins have it by default)
Edit the brand's quote branding The Manage brands (brands.manage) permission; owners and admins have it by default

The rate-gap split is deliberate. Fixing a gap means editing a rate sheet, which is a rates job — usually done by somebody who holds no quote seat at all. Putting the worklist behind a seat would have hidden the work from the only people who can do it.

Managerial roles bypass the permission checks, so an owner always sees everything. A seat, on the other hand, is billing — managerial roles can reach the quoting screens without one, but ordinary team members cannot.

Branding your quotes

Quotes go out on your brand, not on a Tourium default. Set it under Organisation → Brands → Document Branding: a logo, a primary, secondary and accent colour, and a display font. The preview on that card shows roughly how the top of a quote will look.

If you also have the Itinerary Builder, quotes are rendered from that brand's default itinerary template instead, so a quote and a proposal look like they came from the same company. What you set under Document Branding is then the fallback, used if the Itinerary Builder is ever switched off.

With neither configured, quotes use Tourium's own palette. They are presentable, but they are not yours.

Good to know

  • A sent version is frozen. To change anything after sending, open a new version. The client's copy stays exactly as it left.
  • Optional lines never move the total. There is no second "including optional extras" figure anywhere, on purpose — a quote has one number.
  • Rates of exchange are set per version. A multi-currency quote records the rates it was priced at, so re-pricing later is a deliberate act rather than a surprise.
  • A PDF that fails to render can be retried from the quote without rebuilding anything.
  • Seat charges appear on the Billing page as an add-on line item, and one-off prorated charges show under On-demand charges on the Invoices page.
Previous Itinerary templates Next Rate requests