Proposals, Contracts & BEOs

Q: Can it work with the booking and contract tools our venue already uses?

Yes, it is built to connect with common proposal, e-signature, and accounting tools already used for events.

Q: What happens if a client asks for changes after the proposal is sent?

Revision requests are routed back to the sales manager, and the updated proposal can be regenerated and resent quickly.

Q: Does this fit a smaller function centre with only one or two sales staff?

Yes, it scales to smaller teams and removes repetitive drafting work regardless of how many staff handle proposals.

Q: What does the kitchen and floor team receive at the end of this process?

They receive a finished banquet event order built directly from the signed contract, so details match what the client agreed to.

Turn a confirmed enquiry into a signed BEO and contract in minutes, not days.

736 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Turning an event inquiry into a signed contract and a finished banquet event order involves drafting a tailored proposal, negotiating changes by email, and retyping the same details into a contract and then a banquet event order.

The automated version builds the proposal from the inquiry details, tracks signature and deposit status without manual follow-up, and generates the banquet event order straight from the signed contract.

Key features:

Builds a tailored proposal automatically from inquiry details and current menu pricing

Sends the proposal to the client without manual drafting or formatting

Generates the contract from approved proposal terms

Tracks signature status and sends reminders without manual follow-up

Creates the deposit invoice automatically once the contract is signed

Builds and distributes the banquet event order from finalized contract details

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 by hand delays the first response to a client.	80%
2	Revisions drag out over email Back and forth on pricing and menu changes stretches across days.	67%
3	Details retyped into contract Proposal terms are copied by hand into the contract template.	53%
4	Signature follow-up is manual Coordinators chase signature status without automatic reminders.	40%
5	BEO built from scratch again Event details are re-entered a third time for the kitchen and floor teams.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.1/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

6.8/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Inquiry Loggedtrigger

Inquiry details from the web form or forwarded email are captured automatically as a new lead.

2. Proposal Drafting Builds Proposal

Pulls current menu packages and pricing to assemble a tailored proposal for the event.

3. Send Proposal

Completed proposal is emailed to the client automatically with a review link.

4. Revise Proposal If Changes Requested

If the client asks for changes, the manager updates pricing or menu items and the proposal is resent.

5. Contract & Signature Sends Contract

Once approved, the automation generates the contract and sends it for e-signature with reminders.

6. Create Deposit Invoice

When the contract is signed, a deposit invoice is created and emailed to the client automatically.

7. BEO Distribution Posts BEO

Builds the banquet event order from the signed contract and posts it to the kitchen and floor channel.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

28% 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

412 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

Will this automation replace the event sales manager on proposals?

No, the automation builds the draft and handles routine follow-up, but the manager still reviews and approves before anything is sent to a client.

Can it work with the booking and contract tools our venue already uses?

What happens if a client asks for changes after the proposal is sent?

Does this fit a smaller function centre with only one or two sales staff?

What does the kitchen and floor team receive at the end of this process?

View more FAQs

Process pain:9.1/10

Mapped by:16 Companies

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Page updated 10 August 2026