Automating quote-based sales for an operator of more than 400 apartments

Not every apartment booking starts in an online search engine. BlueApart also handles inquiries sent directly to its sales team - from returning guests, corporate clients, groups and people interested in longer stays, among others. In these cases, a staff member has to find suitable properties, prepare a price, apply any discount and present a proposal to the client. With a large portfolio of more than 400 apartments, handling this process manually meant juggling several sources of information at once

The new solution was meant to:

• speed up preparing personalized quotes
• use the current database of apartments, prices and availability,
• let staff grant discounts in a controlled way,
• streamline the approval process for larger discounts,
• make it possible to track what happens to a quote after it is sent,
• shorten the client's path from receiving a proposal to booking,
• ensure quotes are presented consistently, whoever prepares them.

Another key requirement was to use the infrastructure we had already built for BlueApart. The panel was not supposed to duplicate data or create a separate availability system. It was meant to become another part of the existing ecosystem.

We designed a quote panel that organizes the entire process of preparing and handling individual sales quotes - from finding available apartments and setting the terms of the stay to sending the proposal to the client and tracking its status.

The panel was built in Next.js on the same backend as the BlueApart booking platform. This means it uses a single apartment database, up-to-date prices and current availability.

• Quote builder - apartment search, stay configuration, client details and a preview of the finished proposal, all in one flow.
• Search based on live availability - the panel uses the same data on apartments, dates and prices as the BlueApart booking system.
• Multiple apartments in one quote - staff can offer the client several matching options to choose from.
• Quote statuses - tracking every step from preparing and sending the proposal to it being opened, booked or expiring.
• Change history - a record of each stage in handling a specific quote.
• Sales dashboard - an overview of the number of quotes prepared, their conversion and the value of the bookings they generated.
• Quote filtering - search by status, client and staff member.
• Resending and duplicating quotes - reuse an existing proposal for similar inquiries.
• User and role management - separate permissions for sales staff and administrators.

• A smoother, faster process for preparing individual quotes, with everything handled in one panel.
• Up-to-date apartment prices and availability, thanks to sharing the backend with the BlueApart booking platform.
• The whole sales process can be tracked — from preparing and sending a quote to it being opened and booked.
• A shorter path for clients from receiving a personalized proposal to completing an online booking.
• A consistent quote standard, whoever prepares the proposal.

The quote panel extends the BlueApart ecosystem with a tool that supports sales handled directly by the sales team. Instead of building a separate system, we used the backend of the existing booking platform. As a result, both solutions share the same data on apartments, prices and availability.

The panel brings order to the process from the client's first inquiry to the booking: it helps match available properties, set pricing terms, keep discounts under control, send a personalized quote and track its status.