Digital contracts
Sales
Digital contracts for a hotel's sales department are electronic documents that facilitate the management and formalization of commercial agreements between the hotel and its clients, such as travel agencies, companies, or groups. These contracts are created, sent, and signed entirely online, eliminating the need for paperwork and streamlining the negotiation and closing process.
This solution allows sales teams to generate customized contracts in minutes, include clauses specific to each client type, and ensure compliance with legal and secure electronic signatures. Furthermore, digital contracts are designed to integrate with systems such as CRMs and PMSs, ensuring centralized management of all documentation.
Among the benefits are reduced response times , greater operational efficiency , and the legal certainty they offer by complying with international regulations, such as the eIDAS Regulation in Europe. They also allow for automated follow-up, with notifications that alert both parties about key dates, such as renewals or expirations.
In a competitive hotel environment, digital contracts not only optimize sales department management but also project a professional and modern image, improving the experience for both guests and the hotel.
Advantages
Time reduction : Streamline the process of creating, sending, and signing contracts, closing deals faster.
Greater operational efficiency : Eliminates the use of paper and centralizes document management, reducing errors and duplication.
Global Accessibility : Allows you to send and sign contracts from anywhere, ideal for international clients.
Legal Compliance : Complies with regulations such as the eIDAS Regulation in Europe and other electronic signature laws worldwide.
Enhanced security : Provides encryption and digital records to ensure document authenticity.
Automated Follow-Up : Send reminders about pending signatures, renewals, or contract expirations.
CRM and PMS Integration : Automatically synchronizes data, improving coordination between sales and operations teams.
Quick customization : Allows you to customize templates with specific clauses for each client or agreement.
Cost reduction : Save on printing, physical shipping, and document storage.
Improved customer experience : Simplify processes for agencies, businesses, and groups, increasing customer satisfaction.
Sustainability : Reduce paper use and contribute to the hotel's green initiatives.
Centralized access : Facilitates the location of contracts at any time, from a single platform.
Transparency in processes : Complete record of modifications and signatures to avoid disputes.
Scalability : Ideal for hotels with multiple simultaneous agreements, as it allows managing large volumes effortlessly.
Projection of modernity : Reflects an innovative and professional approach, reinforcing the hotel's image among customers and partners.
Features
Contract creation and customization : Ability to create contracts from pre-designed templates and customize them with client-specific clauses.
Legal electronic signature : Implementation of electronic signatures that comply with legal regulations, such as eIDAS in Europe or ESIGN in the US.
Automated Sending and Tracking : A feature that allows you to send contracts to clients and track their status, notifying them when they have been signed.
Secure cloud storage : Digital storage of all contracts in a secure environment accessible from any device.
CRM and PMS Integration : Synchronization with your customer relationship management (CRM) system and hotel management system (PMS) for easy access to information and automatic data updates.
Multi-channel access : Ability to access the contract from different devices (computers, smartphones, tablets) to facilitate review and signature at any time.
Automatic Reminders : Sending automatic alerts and notifications about important dates, such as contract expirations or renewals.
Editing and modifying contracts : Ability to modify existing contracts before signing, with a change history to ensure transparency.
Version control : Function that allows keeping a record of the different versions of the contract and the modifications made.
Audit Report : Generate detailed reports on the contract signing process, including dates, signatures, and modifications, to maintain complete control of documentation.