Enquiries go cold while you cook
It's a Friday in the middle of service. A function enquiry lands in your inbox — a sit-down dinner for forty, in three weeks, with a couple of dietary requirements and a question about beverage packages. It's exactly the kind of booking that makes your month. But you're on the pass, the floor is full, and a priced proposal means sitting down with your menu, your packages, and a calculator. By the time you get to it on Sunday, they've booked the venue that replied that afternoon.
In hospitality, the proposal is the sale. Functions, catering runs, and venue hire are won by the venue that comes back first with a clear, accurate, professional quote. Slow proposals don't just cost you one booking — they train enquirers to stop asking. The AI Instant Quoting System closes that gap so no enquiry ever goes cold waiting on you.
Instant priced proposals for functions & catering
An enquiry comes in by website form, SMS, phone, or Instagram and Facebook DM. The AI reads it, prices it against your menu and packages, and sends a professional proposal in seconds — 24/7. Built on n8n, here's the flow:
Enquiry comes in
Website function form, SMS, phone, or an Instagram or Facebook DM. The AI is live across every channel, including the nights and weekends when most event enquiries actually land.
AI captures the brief
It reads the message and pulls out the details that drive the price — headcount, date, service style, package preference, dietary needs, and any add-ons — asking only for what's missing.
Prices from your menu & packages
It matches the brief against your material and pricing library — per-head menus, beverage packages, venue-hire fees, staffing, and add-ons — then applies your labour and margins for an accurate figure.
Proposal sent in seconds
A clear, itemised, on-brand proposal goes back to the enquirer within minutes — every line, headcount, and add-on laid out, while they're still deciding.
Accept → deposit invoiced
When they accept, an invoice for the deposit is created automatically and the booking is locked in. Unaccepted proposals get polite, automated follow-ups so nothing slips.
Never miss a function enquiry
The functions you lose are rarely lost on price — they're lost on speed. Every event enquiry that lands after hours, mid-service, or on a weekend gets an accurate, priced proposal within minutes, so the booking is yours before a competitor even opens their inbox.
Packages, headcounts & add-ons priced automatically
Event pricing is fiddly because it's built from moving parts. The AI handles all of them from your own pricing library, so every proposal is consistent and accurate:
- Per-head packages — set menus, grazing, canapés, and buffet options priced by headcount
- Beverage packages — tiered drink packages, on-consumption, or bar tabs
- Venue hire & staffing — room hire, minimum spends, and per-staff service charges applied automatically
- Add-ons & extras — cakeage, AV hire, styling, dietary alternatives, and late-night extensions
- Labour & margins — your staffing costs and margins baked into every figure, so proposals protect your numbers
Deposits invoiced, bookings locked in
A proposal only pays off when it's accepted and secured. The moment an enquirer accepts, the system creates a deposit invoice automatically and confirms the date — no chasing, no manual data entry, no double bookings sneaking in while you wait on a reply. And for the proposals that go quiet, automated follow-ups keep gently nudging:
- Acceptance → invoice — deposit invoiced the instant they say yes, with the balance scheduled for closer to the date
- Date held — the booking is locked in your system so the slot isn't offered twice
- Automated follow-ups — unaccepted proposals get timed, friendly reminders until they book or bow out
How we set it up
We do the build; you answer a few questions about how you price events. Setup is straightforward:
- We load your menus, packages, beverage tiers, venue-hire fees, and add-ons into your pricing library
- We map your labour rates and margins so every proposal protects your numbers
- We connect your enquiry channels — website forms, SMS, phone, Instagram, and Facebook
- We wire the n8n workflow to your invoicing so deposits are raised on acceptance
- We tune the AI to your venue's tone and test it on real enquiries before going live
Most venues are live within a week or two. From then on, every function and catering enquiry gets a priced proposal in minutes — around the clock.
Quote every function in minutes
Book a free demo and we'll show you how the AI Instant Quoting System turns your menus and packages into accurate, priced proposals — sent in seconds, with the deposit invoiced on acceptance.
Book My Free Demo