Proposals, Contracts & BEOs

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

43 hrs

Time saved/month

Companies have mapped

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

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.

4 reasons to map this process

It's completely free

No credit card, no commitment. Map your process and walk away with a full build plan.

You get a complete build plan

A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.

You see your real numbers

Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.

There's no obligation to build

45 hrssaved/month

30times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

Is this really free?

What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

Do I need to prepare anything before starting?

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Estimated Time Saving

43hrs/month

Process pain:8.3/10

Mapped by:9 Companies

Map this to your business to get your exact numbers.

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