How to Email a Proposal/Contract/BEO
Learning Objectives
How to email proposals, contracts, BEOs from Thynk
How to email proposals, contracts etc using email templates if they were set up during the configuration of your system
Emailing Proposals/Contracts/BEOs/Proforma Invoices
You now know how to create a new booking, add room types, block events, added packages and created a BEO. At each booking stage, you may need to email a proposal, or contract, or BEO, etc. to your customer.
Two Methods of Emailing Documents to your Customers
There are two methods to email documents to your customers:
By having the system generate the document and attaching it to an email ‘manually’.
By generating the document and using email templates that automatically create an email with the attachment. This method will only work if your hotel has been configured to use email templates. You can check with your team if it has.
To Email the Document ‘Manually’ Without Email Templates
To Email your Documents using Email Templates
Best Practices for Emailing Proposals/Contracts to Customers
Remember that if you generate one of these standard documents in Word format, you are able to edit them before sending them to your customer. But, be careful not to edit them too much, as those edits are only going to appear on the Word document, and will not be transferred back to the booking. Ideally, you should keep manual edits to a minimum.
For example, If you want to change the contact on the booking, or add other information, do not edit it in the Word proposal. Instead you should edit the booking itself. Change the contact you have linked to the booking to show the correct one, for instance, and regenerate the proposal. This way, this new contact will always be attached to the booking for historical and operational purposes.
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