Availability and quotations
Hotel & Rooms is an add-on. See What's included, and what's an add-on.
Checking availability
The question you'll answer most: have you got a room for the fifteenth?
- Go to Check Availability.
- Select check-in and check-out dates.
- Check availability.
You get a breakdown by room type: Total, Available, Occupied, and the Rate.
Check-out must be after check-in — Restodesk says so rather than returning nonsense.
Until you've picked dates it tells you to, instead of showing an empty grid that looks like "no rooms".
What "available" counts
Availability is calculated from rooms that are actually sellable across the whole date range. Rooms that are out of order, out of service or under maintenance don't count.
That's why keeping room statuses accurate matters — a broken room left as vacant clean will be sold. See Room types and rooms.
Quotations
A quotation is a price offered before it's a booking. Use one when a guest is comparing, when it's a group, or when someone needs something in writing for approval.
Hotel › Quotations › New Quotation, then build it like a reservation: guest, dates, rooms, rate plan, extras.
Once created you can:
- Quotation PDF — download it.
- Email Quotation — send it to the guest, if they have an email address on file.
- Edit — adjust and re-send.
- Make Reservation — convert it into a real booking.
Search by quotation number and filter by status.
Quotation, or straight to a reservation?
Quote when:
- It's a group or a long stay.
- The guest is shopping around and wants something to compare.
- Someone needs to get approval — a company, an event organiser.
- The price is bespoke and you want it in writing.
Book directly when:
- The guest is ready.
- It's one room for a few nights at a published rate.
A quotation is a sales document. Don't put one between a ready guest and a booking.
Following up
A quotation nobody chases is a room you didn't sell. Quotations sit there quietly, so make checking the outstanding list a weekly habit rather than trusting that guests come back.
Converting with Make Reservation carries the details over, so nothing is retyped and the price the guest agreed to is the price they get.
Agreements
For longer arrangements — a lease, a rental, an extended corporate stay — an agreement can be generated against a reservation.
Hotel › Agreements › Generate Agreement: pick the reservation, choose the type — Sale, Lease or Rent — and the content is filled from the booking.
Placeholders are replaced automatically: {{tenant_name}}, {{booking_id}}, {{agreement_date}},
{{check_in_date}}, {{check_out_date}}, {{agreement_amount}}, {{advance_amount}},
{{pricing_type}}.
The content is editable before printing, so you can adjust wording for a specific arrangement.
Each agreement gets a number and can be printed. Search by agreement number, reservation number or guest name.
An agreement generated here is a document, not legal advice. Have your template reviewed by someone qualified where you trade before you use it with real guests.
Good to know
- Availability is per branch.
- Quotations don't hold rooms. Nothing is reserved until it becomes a reservation — which is exactly why chasing them promptly matters.
- Emailing a quotation needs an email address on the guest record; Restodesk tells you if there isn't one.
- Hotel Quotation permissions are separate from reservations. See What each role can do.