Make the most of interest you have already earned
Your website, a campaign or a portal has brought a prospective guest to you. Reply quality now influences their decision: finding the enquiry, understanding needs and suggesting a relevant stay is a sales opportunity to handle carefully.
FastReplyMail manages quote requests and prepares personalised offers for hotels and accommodation providers. It brings connected-channel enquiries into a work queue and provides tools to move from contact to proposal.
Developing this journey creates more direct booking opportunities and can reduce dependence on online travel agencies (OTAs). Direct sales can reduce commissions, but assess their value alongside your own marketing and tool costs. The aim is guest relationships and margins, as well as revenue.
Where enquiries come from
From websites and landing pages
The FastReply quote form collects dates, units, adults, children and ages, contacts and notes. Enquiries enter the Web Form channel with the originating form name, identifying the page or campaign. Customise language, colours and options for embedding on your website.
From portals and connected systems
Configured connectors collect enquiries from supported portals. Some, such as Dolomiti.it, Trentino.com and YesAlps, are queried every 15 minutes; others, such as Infoelba.it and isoladelbaonline.it, send through an API. Channels are configured per property, checking needs and availability at activation. Not every portal is an OTA, and not every enquiry is exclusive: types may distinguish enquiries sent to several properties.
From email inboxes
Read messages in connected inboxes and select “Reply with an offer”. AI extracts available data and opens the Composer with the original message alongside. Check names, dates and guest numbers before proceeding: reduce copying while retaining control. The inbox supports reading and offer creation, not every email-client feature.
From a phone conversation
Start an offer and record phone as the source. With CRM, type a surname to find suggested guests and retrieve existing details, including the last type and rate booked where available. Recognise returners and make a relevant proposal, always confirming current stay needs.
Identify enquiries awaiting replies
Filter by channel, status, type, sender and date. Focus on received enquiries, distinguish those answered and review available dates, adults, children and ages, units, pets, notes, language and phone number.
Two counters remain visible in the software: unanswered enquiries and those received over 24 hours ago still awaiting handling. They help identify backlogs and organise reception work as contact volume increases.
Enquiries with arrival dates more than seven days past are hidden from the normal list. Find them using “Include expired enquiries”.
Turn an enquiry into a relevant offer
“Reply” opens the Composer, the offer-writing tool, with available enquiry data and the original text alongside. You do not need to reconstruct the context while preparing a proposal.
Choose suitable accommodation, templates and content. Where supported by the connected booking engine, check availability and prices and insert booking links. Review the preview before sending: make clear why the stay meets the guest’s needs and how to book.
After sending, the enquiry changes to “Reply sent”. If you cannot propose a stay, archive the offer with a configured reason, such as unavailable dates. The enquiry leaves the unhandled queue, but archiving is not counted as a sent reply.
Observe the journey from enquiry to booking
The dashboard shows enquiries by channel, replies sent and average response time, including by staff member. See where sales work originates and how long replies take. Average time includes only enquiries with an actually sent offer; read it alongside unanswered counts.
When the connected system imports a booking with the offer reference, follow its link to the original enquiry. Attribution depends on the integration and does not automatically include bookings made through other channels.
These figures help evaluate the sales journey. To identify higher-margin channels, add acquisition and distribution costs to booking data.
Discover dashboards and statistics →
First contact can become an ongoing relationship
A well-handled enquiry is the starting point. With CRM, find the guest and available relationship information; with communication features active, develop follow-up opportunities respecting recorded consent.
This connects enquiry management, guest knowledge and loyalty: creating conditions for guests to return and book directly. A continuing relationship offers more opportunities to promote your offer and work on revenue and margins.
Explore CRM and guest profiles →
A configuration built around your channels
Enquiry management, offers, templates and inboxes are the FastReplyMail starting point. CRM and other features are optional components; check property-system connections before defining the configuration.
For a useful demo, tell us where enquiries come from, which booking engine you use and how reception works today. We will follow receipt through to proposal and identify where FastReplyMail can support direct channels.