Group Inquiry Qualification & Proposal Generation System
A done-for-you hotel automation built for the Catering & Events Sales Manager, connecting Jotform, Calendly, and PandaDoc so the work below happens on its own.
What this automation does, step by step
Group and event inquiries submitted through the hotel website are automatically screened for date availability against the function space calendar, guest room block requirements, and minimum F&B spend.
Qualified leads receive an automated preliminary availability confirmation within minutes and are booked for a discovery call with the catering manager.
Once event details are confirmed, the system assembles the proposal document (with personalized room block pricing, menu options, and AV packages pre-populated) and sends it to the client for e-signature.
The catering manager spends their time selling and closing, not reformatting the same proposal template for every inquiry.
- Event management CRM (e.g., Cvent or Tripleseat)
- Zapier or Make.com
- Jotform (inquiry intake form)
- PandaDoc (proposal generation)
- Calendly (discovery call scheduling)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on a catering & events sales manager remembering to check in, update records, and follow up, with no safety net if something slips. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Instant first response by text and email on every new inquiry
- Follow-up cadences that stop the moment a lead replies
- Stalled-deal alerts before a pipeline quietly goes cold
- Clean CRM records without manual data entry
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