Proposal Settings lets you pre-fill the information you enter on nearly every RFP — currency and dates, taxes and fees, F&B rates, decline reasons, and go-to response language — so your team isn't re-typing the same details each time.
Spend a few minutes setting these up once, and every new proposal will start pre-populated.
*Actual values can always be manually changed on an individual proposal before it's submitted.
Accessing Proposal Settings
In the left-hand menu, click the gear icon (Proposal Settings)
Use the tabs on the left of the page to move between General Rates, Taxes and Fees, Food and Beverage, Decline Reasons, and Response Templates
💡 Tip: Many fields across these tabs have a small info icon (ⓘ) next to the label. Hover over it to see a short explanation of what that field controls and how it's applied to your proposals — worth checking any time you're unsure what a specific rate or date field does before filling it in.
General Rates
Set the baseline details that populate the top of every new proposal.
Currency: Choose the default currency for all new proposals (e.g. USD - United States Dollar)
Proposal Expiration Date: Default number of days before a submitted proposal expires. Hover the info icon for full details on how this is calculated.
Reservation Cut-Off Date: Default number of days for the room block's reservation cut-off. Hover the info icon for full details.
Comments: Add any boilerplate, descriptive information you'd like the planner to see by default.
Taxes and Fees
Enter the values you'd like to auto-populate in your proposals. Actual values can always be changed before a proposal is submitted.
Basic
Set your standard rates for:
Resort/Amenity Fees — flat dollar amount
Room Tax Rate — %
Room Rental Tax — %
Service Charge — %
Service Charge Tax — %
Commission Rate — %
Attrition Rate — %
Food & Beverage Tax — %
Tip: Every field above has its own info icon — hover it to see exactly how that rate is calculated and applied before you set your default.
Additional
Configure additional taxes and fees to be applied to room rates.
Click into the Additional table to add a custom line item with a Name, Rate, and Description.
Add as many as you need — each one will populate on new proposals as an individual line item that can be modified or removed on that specific proposal without affecting your saved default.
Food and Beverage
The Food & Beverage Default Rates page lists standard meal categories in a table with Meal Type, Rate, and Per columns. Fill in a rate and per-unit (e.g. per person) for any meal type your property commonly offers, including:
Continental breakfast, Buffet breakfast, Plated breakfast, Boxed breakfast
Brunch
AM break service, PM break service
Buffet lunch, Plated lunch, Boxed lunch
Buffet dinner (the list continues with additional dinner and reception styles further down the page)
Any meal type left blank simply won't pre-populate — you can still add full menus or F&B minimums manually within an individual proposal's F&B tab.
Decline Reasons
Manage the reasons that display when you or your team declines a proposal. Every account starts with 10 default reasons, and you can add your own:
Cannot accommodate guestroom budget
Cannot accommodate guestroom pattern
Cannot bid this far in advance
Guestrooms are not available during requested dates
Hotel will be undergoing renovations over selected date(s)
Meeting space is not available during requested date(s)
Meeting space is not large enough to accommodate group
Not able to accommodate the requested concessions
Not able to accommodate the space to rooms ratio
Unable to agree to contract clauses
Enable toggle: Turn any reason on or off without deleting it
Usage column: Shows how many proposals have cited each reason — useful for spotting patterns worth raising internally
Add New: Create a custom reason specific to your property
Search: Quickly find a reason in the list
Response Templates
Build a library of reusable responses to apply while building proposals, organized into three tabs: Concession Comments, Contract Clause Comments, and Question Responses.
Each tab shows your saved templates in a table with Category, Template Name, Content, and Actions columns
Click + Add New to create a template: choose a Category, enter a Template Name, and add your Content
Use the Search templates field to find an existing template, and the Actions column to edit or delete one
To apply the response templates:
While building a proposal, click Use Template next to any comment field on Concessions, Contract Clauses, or Questions to pull in your saved language — edit as needed before submitting.
💡 Templates are available to everyone on your hotel's team.
For a deeper walkthrough, see the dedicated Proposal Response Templates article.
Why It's Worth the Setup Time
A few minutes spent filling out each tab means less manual data entry on every RFP that comes through — your rates, taxes, F&B pricing, decline language, and go-to responses are ready and waiting, so your team can focus on tailoring the parts of a proposal that actually change deal to deal.
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