From the first reply to the signed contract and the paid deposit.
Weddings, events, meetings and groups. Rory replies with your prices on whichever channel the enquiry came in, moves it on stage by stage and books the meeting straight into the right diary. Your team spends its time with the people who are ready to book.
Show us where enquiries go cold. Nothing to prepare.Hi, we're looking for a day meeting for 30 on Thursday 12 March, with lunch, and 15 bedrooms the night before. Is that possible?
Whitcombe HouseIt is. Thirty sits well in the Library, with lunch in the Orangery, and I can hold 15 rooms for the Wednesday night. I've sent our day-delegate package. Would a call with Sarah, our sales manager, help? She has Thursday at ten or two.
Ten is perfect
Whitcombe HouseBooked. Sarah will call you at ten on Thursday, and the rooms are held until Friday week while you confirm numbers.
Enquires at eleven at night and hears back two days later, after two other venues.
Is at a show-round, a tasting or an event when it lands.
Waits for the contract, then for the deposit details.
Spends Monday updating the pipeline and chasing the quiet ones.
Your events inbox, the website form, WhatsApp, Instagram and Facebook messages, and calls to the sales line all land in one pipeline. Rory replies within minutes, with your prices, in your voice, then works to the goal at each stage to move the enquiry on.
On one video call, your sales team shows us how an enquiry moves today. We write down each stage, its goal, who owns it, when to chase and what Rory may quote. Anything outside those rules goes to your team. The enquiries you're already working on come across at the stage they've reached.
An example board. The clients and details are invented.
When an enquiry needs a person, Rory sets a task for the right one, emails them the conversation and puts the call, show-round or tasting in their diary. Nobody rings a web-form lead twice to find out what they wanted.
The Bromley Court Hotel
Amy O'Brien, M&E team
“We're an incredibly busy sales team, so having Amanda qualify enquiries and book meetings directly into our diaries is a huge help. It frees up valuable time for the team to focus on the conversations and opportunities that matter most.”
Amanda is Bromley Court's agent, built and run by Biteluxe.
Rory drafts the contract from your template, with the date, the numbers, the rooms and the agreed price. Your sales lead checks it and approves it before it goes. The client signs online, wherever they are.
The same minute, Rory sends a secure link for the deposit, chases it if it's late and moves the booking to Deposit paid. Balance reminders follow on the dates you set.
| Date | Saturday 18 September |
| Guests | 90 day, 120 evening |
| Rooms held | 20, Friday and Saturday |
| Drafted | From your template, by Rory |
| Approved | Sarah, events manager |
| Signed | Online, 14:02 |
| To | Lucy & Tom |
| For | Your wedding, 18 September |
| Pay | Secure link, on the hotel's own payment page |
| If it's late | A reminder, then a nudge |
| Balance | Reminders on the dates you set |
An example. The names and dates are invented.
Once the rooms are held, the organiser gets a rooming-list link. Names, nights and dietary needs come in, missing ones are chased before your release date, and your reservations team gets the finished list, ready to load.
| Room | Name | Nights | Notes |
|---|---|---|---|
| Double | A. Patel | Fri, Sat | Early arrival |
| Twin | J. & M. Rowe | Sat | Gluten free |
| Suite | The couple | Fri, Sat, Sun | |
| Double ×6 | Not named yet | Chased, release in 9 days |
An example only. The guests and rooms are invented.
We set Rory's voice and rules, load your packages, connect your diaries and keep tuning it while it's live. It keeps working when someone in your team moves on.
Show us where enquiries go cold. We will tell you honestly whether we can improve it.
One video call with your sales team: how an enquiry moves today, each stage, its goal and who owns it.
The work is ours: we build the agent, the pipeline and the rules, connect your diaries and test it.
We walk your sales team through the inbox and the pipeline they will see.
Prove it in the operation before making an annual commitment.
Bring us the action, the brand, the awkward systems and the operational reality. We will shape the message for each channel and build the easiest route through them.
Show us where guests get stuck. Nothing to prepare. Sometimes the honest answer is that you do not need us.
