Brøchner Hotels is a Danish family owned hotel group with a collection of award winning boutique hotels, suites and luxury apartments in Copenhagen. Each property has its own distinct character, shaped by architecture, design and history.
With a philosophy that a hotel stay should be more than just a room, Brøchner Hotels puts the guest experience and attention to detail at the center of everything they do.
For the Sales & Booking team, that attention to detail also matters before a guest ever arrives. But the work behind group sales involved a mix of PDFs, emails and Excel files that did not always make that easy.
From static PDFs to a simpler process
Before Proposales, the team relied on PDFs generated from OPERA Cloud. They contained the necessary booking information, but could also include details that were not particularly relevant to the customer.
More importantly, a PDF did not always make it easy for someone to picture what their day at one of the properties would actually look like. Customers would come back asking for pictures or additional information, adding more emails to the conversation.
Other parts of the process happened separately. Proforma invoices, for example, were created manually in Excel. With Proposales, more of that work now happens as part of a streamlined sales process.
Less correspondence and manual work
One of the most noticeable changes for the team has been the amount of correspondence needed around each proposal. Pictures and relevant information can be included from the beginning, so customers have more of what they need in one place.
For the Sales & Booking team, that means fewer follow up emails with additional pictures, documents or information. Proforma invoices can also be created directly from the offer rather than separately in Excel.
“We are saving a lot of time on correspondence using Proposales. Our customers get a much more visual experience, and it is easier for our colleagues to handle.”
Elsa Norqvist, Team Lead Sales & Booking
More flexibility for the Sales & Booking team
The team also has more control over the proposals themselves. If something needs to change in a template, Brøchner Hotels can make the adjustment directly in Proposales instead of changing a Word or Excel document and uploading a new version.
The same flexibility applies to individual proposals. Content can be adjusted depending on the customer, the property and what they are looking for, rather than every customer receiving the same set of information. For the team, the visual side remains an important part of this. It makes it easier to show customers what they are booking, rather than relying on text and attachments to explain it.
Support when something needs adjusting
Most day to day changes can be handled directly by the hotels, but there are also times when something more specific is needed.
One example is the activation of proforma invoices. Together with the Proposales team that activated it on behalf of Brøchner Hotels, the Sales & Booking team can now create and send them directly from Proposales. It is a relatively small change, but one that removes another manual step from something the team does regularly.
Fewer moving parts
For the Sales & Booking team, that means fewer documents to manage, fewer emails to send and more of the work happening in one place. Customers get the pictures and information they need earlier in the conversation, while the team can spend less time moving between PDFs, Excel files and email threads.
