Proposals, Contracts & BEOs

Q: Does someone still need to review discounts before a proposal goes out?

Yes, non-standard pricing is routed to a manager for approval before the proposal reaches the client.

Q: Will this work with the tools our venue already uses?

It connects with common CRM, spreadsheet, document, and signature tools already in use at most venues.

Q: What happens to existing proposal and contract templates?

Existing pricing tiers and document formats carry over so the automation reflects current packages.

Q: How are unusual requests or last-minute changes handled?

Exceptions and edge cases are flagged for a coordinator to review manually before the document goes out.

Turn a qualified enquiry into a signed contract and a ready-to-print BEO without touching a template by hand.

140 hrs

Manual time identified

Companies have mapped

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About This Automation

Proposal, contract, and banquet event order creation for venue bookings involves manual data entry across separate documents and repeated follow-up emails. Retyping the same details three or four times slows response and increases the risk of pricing or detail errors.

The automated version pulls confirmed availability and pricing directly into a proposal, then carries accepted details forward into a matching contract and banquet event order. Inquiries move to signed contracts in a fraction of the time with consistent, accurate paperwork.

Key features:

Checks venue availability and staffing conflicts automatically before a proposal is drafted

Calculates package pricing and populates the proposal document without manual copying

Routes non-standard discounts for internal review before the proposal goes to the client

Sends automatic follow-up reminders to prospects who have not responded

Generates the contract and banquet event order directly from accepted proposal data

Tracks signature status and confirms completion without manual check-ins

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	Proposal drafting takes too long Building each proposal from scratch delays response to interested clients.	80%
2	Contract and BEO retyping Coordinators re-enter the same details into separate contract and BEO documents.	67%
3	Manual follow-up tracking Keeping track of who has not responded relies on memory and spreadsheets.	53%
4	Availability conflicts missed Checking a shared calendar manually can miss staffing or catering conflicts.	40%
5	Signature status unclear Confirming a returned signed contract requires manual checking.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.9/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

6.8/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Inquiry Loggedtrigger

A new event inquiry with date, guest count, and space request enters the CRM.

2. Check Calendar & Price Package

The availability and pricing checks the venue calendar and calculates the standard package price.

3. Generate Proposal

The automation populates a proposal template with the event details and pricing and prepares it to send.

4. Manager Reviews Custom Pricing

If the request needs a non-standard discount or package, a sales manager reviews and adjusts pricing before it goes out.

5. Send Proposal

The finished proposal is emailed to the client automatically with reminder follow-ups scheduled.

6. Assemble Contract & BEO

On acceptance, the assembly generates the contract and the Banquet Event Order from the same source data.

7. Send For Signature

The contract is routed for e-signature and the client receives automated signing reminders.

8. Log Signed Contract

The signed contract and finalized BEO are attached to the event record and the deal stage updates automatically.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

27% of companies

14% 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

480 hrsIdentified

12Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What parts of the proposal and contract process does automation handle?

It checks availability, calculates pricing, drafts the proposal, and carries accepted details into the contract and banquet event order automatically.

Does someone still need to review discounts before a proposal goes out?

Will this work with the tools our venue already uses?

What happens to existing proposal and contract templates?

How are unusual requests or last-minute changes handled?

View more FAQs

Process pain:8.9/10

Mapped by:4 Companies

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Page updated 10 August 2026