Quotes let you send a guest one or more bookable room options in a single link. The guest opens a landing page in their language, compares the options, picks one, and can pay online there and then. When they accept, the chosen option becomes a confirmed booking and the other options are cancelled automatically.
Use quotes for direct enquiries, group requests, repeat guests, or any time you want to offer choice without sending PDFs back and forth.
📌 Note
Quotes are available on Advanced. If your property is on Core, contact Amenitiz to find out about upgrading.
Before you start
To let guests pay online, AmenitizPay must be active on your property.
You need at least one room type, one rate plan, and a guest profile in your client list to create your first quote.
Set the country on the guest's profile before sending — it decides the language the guest sees on the quote.
A quote holds the rooms in your inventory as soon as you create it. Keep that in mind when offering several options to a guest.
Configure your quote settings
Go to Planning → Quotes → Settings.
Activate Auto-expire quotes if you want quotes to cancel themselves after a set time.
Set Expire after (hours). The default is 12 hours.
Activate Send confirmation email automatically to email the guest as soon as you create the quote.
Activate Include payment button in the email to add an AmenitizPay button to the email.
Customize the guest landing page
Go to Planning → Quotes → Settings and open the Landing page section.
Write a Welcome message for each language you support.
Upload a Cover image (JPG or PNG).
Pick an Accent colour for the buttons and highlights on the page.
Activate Show booking terms to display your terms and cancellation policy on the page.
Click Save.
Create and send a quote
You can start a quote from two places:
Go to Planning → Quotes and click Create quote.
Or open your calendar, click the date and room you want to offer, and choose Create quote.
Both routes open the same form. Then:
Pick an existing guest or create a new one. The country on the guest's profile sets the language of the quote — make sure it is filled in.
Choose the room, arrival and departure dates, occupancy, and rate plan. You can add several rooms to the same option — for example two doubles and a suite for a family group.
Edit the total price for each room in the option. The option's total is the sum of all room prices and extras.
Add any extras from your catalogue.
Click Add another option to offer alternatives. You can add up to 3 options per quote.
Add a note for the guest (optional).
Activate Request payment if you want the guest to pay on acceptance.
Click Send.
If automatic emails are activated, the guest receives the quote straight away. Otherwise, the quote waits in the Quotes list until you resend it.
What your guest sees
The guest receives an email in the language of their country with your hotel name and logo, the proposed dates, rooms, and total price. The link opens a mobile-friendly landing page where they:
See your welcome message and cover image.
Compare each option side-by-side, with room photos, descriptions, extras, and total price.
See the payment schedule, if applicable.
See your cancellation and booking terms, if activated.
See the expiry date and time, if auto-expiry is on.
The guest clicks Confirm on their chosen option. If you requested payment, they are taken to AmenitizPay checkout. Once payment goes through, the booking is confirmed and the other options are cancelled automatically. The guest then receives a separate confirmation email summarising the booking.
Quote statuses
Every quote in your list shows one of four statuses:
Active — the guest can still open the link, compare options, and accept.
Accepted — the guest (or you, on their behalf) approved an option. The chosen option becomes a confirmed booking.
Cancelled — you cancelled the quote manually.
Expired — auto-expiry kicked in. The quote is no longer accepting answers.
Manage a quote after sending
Go to Planning → Quotes.
Find the quote in the list. You can filter by status, search by guest name or email, and sort by expiry date.
Click Resend to send the email again with the same link.
Click Edit to change the comment, client, room prices, the number of guests in a room, extras, or the booking and cancellation terms shown to the guest. You can also add or remove rooms in an option. Dates cannot be changed — cancel and recreate the quote if the dates need to move.
Click Cancel to release the rooms and mark the quote as cancelled.
Click Approve to confirm the quote on the guest's behalf, for example after a phone call.
On a quote's detail view, you can also see who approved it — the guest or a teammate — and when.
Important rules
📌 Note: the expiry is global. Every quote uses the same Expire after value defined in your Quotes settings. There is no per-quote override.
📌 Note: a quote holds the rooms in your calendar and updates your inventory as soon as you create it. When the guest accepts one option, the rooms in the other options are released automatically. Cancelled and expired quotes also release their rooms.
⚠️ Warning: the language the guest sees is decided by the country on their profile. If the country is missing or wrong, the quote may go out in the wrong language. Always check the guest's country before sending.
⚠️ Warning: cancelling a quote does not send an email to the guest. If you want them to know, send your own message.
💡 Tip: if you edit a quote after the guest has already opened the page, ask them to refresh to see the change.
FAQs
Can I put several rooms in the same option?
Yes. A single option can hold several rooms — useful for family groups, small parties, or any booking where the guest wants to take more than one room together. The option's total is the sum of all room prices and extras.
Can I set a different expiry for each quote?
No. The expiry is global and applies to every quote you send. If you need a one-off exception, deactivate auto-expiry in your settings, send the quote, and cancel it manually when you're ready.
What happens to the other options when a guest accepts one?
They are cancelled automatically. The guest can only pick one option, and the rest are released so the rooms become bookable again.
Does the guest get an email when a quote expires?
No. Expiry is silent — the quote is cancelled and the landing page shows an expired message if the guest opens it. To follow up, send a fresh quote.
Can a guest pay only a deposit instead of the full amount?
Yes, if your rate plan defines a deposit. The payment schedule shown to the guest reflects what is configured on the rate plan.
Can I edit a quote after the guest has accepted it?
Yes. Until the booking is fully confirmed, you can edit the comment, reassign the client, adjust room prices, the number of guests, extras and terms, and add or remove rooms in an option. Dates cannot be changed after creation.
Does the quote block the room in my calendar?
Yes, from the moment you create it. A pending quote holds the rooms and updates your inventory until the quote is approved (the rooms stay with the confirmed booking) or cancelled / expired (the rooms are released).
How do I know if a guest or a teammate approved a quote?
Open the quote's detail view in Planning → Quotes. The approval line shows whether the guest or a teammate approved it, the teammate's name (if applicable), and the date and time.
Which language does the guest see the quote in?
The guest sees the quote in the language of the country selected on their profile — for example, a guest with country France sees the quote in French. If the country is not set, the quote falls back to your hotel's default language.
Can I create a quote from the calendar?
Yes. Open your calendar, click the date and room you want to offer, and choose Create quote. The same form opens as if you had started from Planning → Quotes.