Sometimes a guest asks for a quote before they are ready to commit, or a corporate client needs an estimate of their costs to get approval. A pro forma invoice acts perfectly as a quick, professional quote!
Generating this pro forma as an Excel spreadsheet is incredibly handy because it gives you the flexibility to easily adjust line items or add custom notes before sending it off.
Here is exactly how to generate one:
Step 1: Open the guest's account
Simply click on the specific booking right on your calendar to open the Booking Details window.
Then, click 'View Account' to open up their full Account Summary.
Step 2: Generate the quote
Look for the 'Pro Forma' section on the screen and simply click the 'Generate' button sitting right next to it.
Step 3: Open your new spreadsheet
Depending on which web browser you are using, your computer will gently prompt you to either 'Open' or 'Save' your brand-new file. If you choose to save it, it will usually pop right into your computer's 'Downloads' folder, ready for you to open and edit!
A quick tip on sharing: Once you have made all your custom adjustments in Excel, we highly recommend saving or exporting the final document as a PDF before you email it to your guest! This just ensures your quote looks beautifully professional and no accidental changes can be made to your numbers after you send it.
Want to make Excel your default?
If you prefer working in spreadsheets and want your system to always generate your pro formas in Excel, you can easily set this up! Just search for our quick guide on 'How to set your preference for generating invoices, proformas and credit notes' to see how.