A quote is a proposed set of terms to offer a prospective renter before making a reservation.
It is usually issued as a response to an inquiry that has arrived in the MyVR Inbox.
A quote includes the stay details -- the dates and number of guests (and denial or acceptance of smokers and pet when applicable), the associated rates and fees, a payment schedule, refund policy, and rental contract.
There may be multiple quotes active for a single inquiry/reservation at any given time.
Booking policies can be set prior, which will allow for pre-set policies on quotes.
Create a quote
Most often a quote will be issued in response to an inquiry. Navigate to the MyVR inbox list view (Inbox>Messages) to view new inquiries. Click on an inquiry in the list view to see the detail view of the inquiry. From there, create a quote and manage inquiries. A quote may also be created to update a reservation. In this case, start from the reservation details and go to the Quote tabs.
Create a quote:
Step 1: Click on the New Quote button in an inquiry's detail view to open the Build A New Quote window.
The first tab in the Build A New Quote window is Stay Details.
This tab displays information pulled from the inquiry: basic contact information, dates and number of guests. The dates and guest numbers can be edited. Once the information has been verified and is valid for a quote, proceed to the next step by clicking Continue To Rental Terms.
The Rental Terms tab is where conditions can be set for a quote regarding fees and agreements.
Fees such as "Per Person", "Pets", and cleaning fees can create with the Add New Fee drop-down.
The optional fee slider is a setting for online booking. By selecting "Yes" it will display as an optional fee on the online booking form (Renter Payment Page). This means the booker will be given the option of choosing a fee when it applies to them. If a fee is not selected as optional when online booking is enabled, then fees applied to rental terms will appear on the Renter Payment Page as a default which the online booker will not be able to alter.
Quote Expiration allows users to choose whether a quote will expire or if it will remain valid for only a limited time. If the arrow is clicked next to the default state "Never Expires", users have the option of setting the quote for an expiration of 1-5 days. This allows flexibility for multiple quotes to the same inquirer or if other interested parties are looking at the same dates.
The Rental Contract menu allows users to select from rental contracts to apply as it is part of the rental terms for a quote.
The Payment Schedule tab offers flexibility in arranging the payments terms for a quote.
Use the Due drop-down menu to select when payments are due. There are plenty of options provided: at time of booking, 1, 7, 14, 30, 60, or 90 days before the first day of occupancy or use a calendar picker to choose a specific date.
Payments can be split by clicking the Add another payment button.
Use the Choose Your Refund Policy drop-down menu to set a policy for the quote. Users can opt for no refunds, refer to the policy stated in the Rental Contract or select 30, 60 or 90 days from the first day of occupancy.
A pre-set a payment schedule can also be set as part of a booking policy within Settings in the Reservations section of MyVR.
The Booking Settings tab is where a number of important conditions and parameters for how the booking will function if the quote is accepted.
Step 1: Use the Online Booking toggle to allow the recipient of the quote to book online upon receiving the quote (set up online booking must be completed first in MyVR).
During the online booking process, no payments will be collected but the renter will need to provide a credit card for future billing if they haven't already.
Step 2: If Online Booking has been enabled, but "No" has been selected for Online Payments then the online booking process will still be active but the renter will be asked to agree to the terms of this quote only. Not only will payments not be collected, but neither will payment information (i.e. credit card info).
Step 3: Use Hold Dates to block off the calendar for the stay duration proposed in the quote. Select to put a hold that will drop off when the quote expires (set in the Rental Terms tab) or until a particular date from a calendar picker. The default setting is "No Hold".
Step 4: Choose the condition by which an accepted quote should appear as "Reserved" on the MyVR Calendar. A "reserved" state on the calendar will prevent any other bookings for the stay duration of a reservation.
Set this to occur when rental terms are agreed to, or, if online payments are enabled, when a payment is received for the partial or full amount.
Step 5: If the Send to Renter toggle is at "Yes" then the quote will be automatically sent to the renter as soon as it is saved.
Step 6: Be sure to click the Save Quote button
Set the terms
The reservation's terms - payment schedule, rental contracts, accepted payment method, etc - will be set by building a quote or assigning an existing quote to be the terms.
Step 1: Go to the Quotes tab of the reservations detail view
Step 2: From the Action drop-down, select Set As Reservation Terms
Step 3: Click Set Terms
Step 4: Choose the most appropriate record agreement option