Enquiry-to-Proposal Management

Q: Do we still need to review proposals before they go out?

Yes, the manager review step stays in place so pricing and terms are checked before a proposal is sent.

Q: Can this work alongside the tools our team already uses?

The automation connects with common calendar, CRM, and document tools so existing systems stay in place.

Q: What happens to enquiries that do not fit a standard package?

Unusual requests are flagged for manual handling so your team can quote them individually.

Q: Is this a good fit for a small event planning team?

Yes, it is built for teams that handle a steady flow of enquiries and want faster, more consistent proposals.

Qualified event enquiries move from inbox to branded proposal in minutes, not days.

104 hrs

Manual time identified

Companies have mapped

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About This Automation

Turning a new event enquiry into a sent proposal involves checking availability, researching costs, and writing a custom document from scratch. Doing this by hand across scattered emails, calendars, and spreadsheets slows response times and invites pricing errors.

The automated version captures enquiry details, checks the calendar, and assembles a priced proposal draft in one flow. Staff review and approve, then the system sends the proposal and schedules the follow-up automatically.

Key features:

Capture enquiry details automatically from web forms, emails, and calls

Check event date availability against the booking calendar in real time

Pull current vendor and venue costs into a ready-made quote

Generate a tailored proposal draft without starting from a blank page

Route pricing and terms to a manager for quick approval

Send the approved proposal and schedule a follow-up reminder automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Slow proposal turnaround Drafting a full proposal from scratch delays response to interested clients.	80%
2	Manual pricing errors Calculating package pricing by hand raises the risk of quoting mistakes.	67%
3	Scattered enquiry details Information from forms, email, and calls lives in different places before it reaches the tracker.	53%
4	Approval bottleneck Proposals wait on manager review before they can go out.	40%
5	Missed follow-ups Reminders to check in with clients are sometimes forgotten or set late.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.0/ 10

AI Fit Rating™

9.0/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

6.5/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Enquiry Capturedtrigger

A new enquiry from the web form, forwarded email, or call log creates a deal record automatically.

2. Availability Check Reviews Calendar

The automation checks the requested date against and flags conflicts instantly.

3. Alternate Dates Sent When Unavailable

If the date is booked, an email with two or three alternate dates is sent to the client automatically.

4. Requirements Extraction Parses Enquiry

The automation reads the enquiry text and pulls out headcount, budget, event type, and requested add-ons.

5. Pricing Builds Quote

Package pricing is calculated against current cost rules and vendor rates without spreadsheet work.

6. Proposal Draft Generated

A branded proposal document is populated with the pricing, event details, and terms.

7. Manager Reviews and Approves

The manager gets a alert with the draft attached and approves or edits before it goes out.

8. Final Proposal Sent

The approved proposal is emailed to the client with open tracking enabled.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

25% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

412 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What parts of the proposal process does the automation handle?

It captures enquiry details, checks calendar availability, builds pricing, and drafts the proposal, leaving review and approval to your team.

Do we still need to review proposals before they go out?

Can this work alongside the tools our team already uses?

What happens to enquiries that do not fit a standard package?

Is this a good fit for a small event planning team?

View more FAQs

Process pain:9.0/10

Mapped by:4 Companies

Map this to your business to get your exact numbers.

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Page updated 10 August 2026