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How to create eProposals

The eProposal allows you to easily create personalized RFPs for incoming leads. This article explains how to create and send an eProposal step-by-step. 

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Managing eProposals in MeetingPackage

Handling RFPs and proposals the traditional way, through phone calls, email threads, and PDF attachments, is time-consuming and frustrating for everyone involved. To simplify this, MeetingPackage developed the eProposal feature, making it easy to create offline bookings instantly. It will increase customer satisfaction and conversion from RFP to booking and save time for your organisation.

Create the Booking

  1. Click on New booking on my Booking page

  2. Choose the dates for the booking

  3. Select the space from the venue’s list

  4. Click create, and then add more information.

Add and Customize Booking Information

  1. Add the basic event details. (Check the details from Order Management page)

  2. You can add existing clients and customer companies or create them on the fly.

  3. Then, in the Event & Accommodation section, you can add different services to your booking or RFP.

    1. Add Accommodation (Optional)

      1. Click Add Accommodation if the lead requires overnight stays.

      2. Select room types, quantities, and rates.

    2. Add Other Services (Optional)

      • Click Food & Beverage or Equipment & Misc to add things like catering, AV equipment, or additional packages.

      • Specify service names, quantities, and pricing.

Messages & Log / Billing

  • And all the back-and-forth communication with client can be managed within the booking.
  • You can also create tasks, notes, and add attachments to your colleagues regarding this booking. Log 
  • You can add billing details to the booking. Read more 

⭐️ With a single button click, you can print or create three different types (BEO, Quotation, Service Summary) of PDFs to be attached to the booking/RFP.


Send the eProposal

  • Click Send Proposal

  • Fill in the email and click send.

  • The customer will receive an email with a link to the proposal, instead of a static PDF, where they can view, accept, decline, or request changes.

Note: You will also receive an email that your offer has been confirmed by the customer.

Managing Amendments

There will be amendments to the quote/proposal so everything is handled online which means that you do not need to create yet another PDF quote and send it via email.

All the amendments will be managed through order management and when either stakeholder changes the quote the other contact will be notified that the proposal has been amended. The efficiency comes from the ease of managing the proposals between both parties. 

Tracking amendments: All changes to a booking are logged automatically, making it easy to audit the booking history.

Summary

The eProposal feature in MeetingPackage modernizes the traditional proposal process by allowing venues to send web-based, interactive proposals instantly. Instead of relying on time-consuming emails and PDF attachments, venues can create customized offers directly from the platform, while speaking to the customer if needed. Clients receive a secure link to review, accept, decline, or request changes — all handled online without resending documents. Any updates to the proposal are reflected in real time, ensuring seamless collaboration and faster booking confirmations


For further support or detailed step-by-step guides, visit our Knowledge Base or contact our support team.