1. Enquiry Received – log the enquiry onto pts.cloud (Remember that you need to add the customer, then add a booking) 


NOTE: pts.cloud uses the term booking for both an enquiry and a confirmed booking – once a booking has been confirmed, you need to change its status in the system.


Jamie Says: “We do this to keep on track of our enquiries, and all your new enquiries will show in your dashboard. This means we don’t forget anyone and can set up reminders to chase quotes have been sent.”

2. Send Quote


You can choose your own style to send your quotations that matches your brand.  There are even tools out there that can make this easier for you.


Jamie Says: ”I always include a document about the company and information about the booking process – although I use ‘Quote Away AI’ to prepare my quotations, I tend to send them using the contact customer button in pts.cloud as it saves the quote details within the client’s booking file. Not only does this keeps things stored in a central place, it also keeps a record of what has been sent in case of any disputes in the future.”


3. Booking Authorisation - If Customer wants to book, they need to be sent:


  • Booking authorisation form which needs to be returned to us for us to be able to confirm arrangements
  • They also need to be sent along with the booking authorisation form, they also need to be given a copy of our booking terms and conditions, as well as the suppliers’ terms and conditions. 


Jamie Says: “No booking should ever be made without booking authorisation.  This protects both you, us as a company and the customer. They are confirming that everything is correct that you are booking and confirming they agree with all terms and conditions. 

4. Take Payment 


Once the customer has replied to you to provide authorisation to make the booking, you then need to add a payment obligation to the booking. 


This should be for the deposit amount (the supplier deposit plus our deposit of £20 per person) or the total amount if travelling within 12 weeks. 


If only taking a deposit, you should also add an obligation for the balance due date. 


Once the obligation has been added to the booking, you can create a payment link by clicking on the button under Actions that says take card payment 


(If you are also adding an obligation for the balance, you can use the first button to add this to your calendar)


You can either copy the payment link to send to your customer or there is a template in the drop down that can be used to send an email (although you will need to edit it slightly as the email template also adds the links automatically to the top of the email – you need to copy and paste it to the relevant area in the template).


All payments received are sent to a shared mailbox which everyone receives.  Save this email to pdf and upload it to the files section of your booking under proof of payment.


Jamie Says: “No booking should ever be made without the correct payment being taken”

5. Confirm Booking 


Ensuring that all of the details you enter are correct, you can now confirm the arrangements with the supplier(s).  Remember to print to pdf anything relevant such as errata (Building works etc), Booking Reference, Costing Screens and any screens that confirm your commission.