A proposal created in minutes
Proposals ready to send, signed online
A priced, ready-to-send proposal built from your packages and menus. The client signs online and the deposit invoice follows.
Packages & menus
Menus, packages, spaces: pick them and assemble the proposal in a few clicks.
Pre-filled proposals
When an inquiry becomes an event, Joinways drafts a proposal; you approve it before it goes out.
E-signatures
Legally binding signatures from any device.
Invoicing & deposits
Deposit and balance invoices issued from the proposal, with or without accounting software.
When the inquiry becomes an event, the proposal is already drafted
As soon as an inquiry becomes an event, Joinways drafts the proposal from your catalog and your signed proposals. You fine-tune the draft before it goes out.
- The inquiry is read for you
- A proposal drafted from your history
- You stay in control
Or build it exactly the way you want
Start from the prepared draft or from a blank proposal, then edit any line: item, quantity, price, discount.
- Packages & menus
- Margin calculation
- Proposals with your branding
From signed proposal to deposit collected
The client opens the proposal online, signs it, and pays the deposit by card or bank transfer. The invoice is generated from the signed proposal.
- Web proposals
- One-click signature
- Invoicing from the proposal
When the event changes, the signed proposal keeps up
The headcount changes, or an extra is added the day before. Create an amendment from the signed proposal: the client signs it online and the invoice follows.
- Amendments in a few clicks
- The change, clear on both sides
- Invoicing stays aligned
The client reads, chooses, and pays on one page
The proposal page is translated for the reader, lets them tick the options they want, and shows them how to pay the deposit.
Read in the client's language
Title, lines, and terms are translated into the reader's language, with a note that the original prevails and a switch back to it. The signed PDF stays the original.
Options the client ticks
A line marked as an option carries a checkbox on the page. Ticked, it joins the total, the venue is notified, and the line is flagged Option added by the client.
Deposit by card or bank transfer
The deposit is written out as an amount, not only a percentage. IBAN, BIC, and the transfer reference copy in one click, and card payment goes through Stripe when it is connected.
And when the decision takes months
A key account's annual offsite gets toured in March and signed in June. In between, the follow-up is what counts, and Joinways keeps it on track.
The hold keeps the date, the proposal keeps the terms
The date goes on the calendar as a hold and the proposal carries its expiration date. Nobody resells the date by mistake.
A follow-up by your rules when a hold drags on
An automation can follow up with the client when an event stays on hold past the delay you choose. The template is ready, and you only adjust the wording.
Deposit at booking, balance before event day
Deposit, security deposit, and payment terms appear on the proposal. Deposit and balance invoices are generated from the signed proposal.
What a ready-to-send proposal changes
Four everyday situations, from the urgent inquiry to the deposit invoice.
Corporate event, tight deadline
They're comparing four venues and presenting their pick to leadership tomorrow. You send them a complete proposal the same day.
Annual offsite, booked months ahead
The HR lead tours the space on Tuesday and gets the proposal that evening. The date stays on hold until she signs, then the deposit is paid online.
Client ready to commit
The client likes the proposal and signs it online, with nothing to print or scan. The confirmation email is ready to go.
Signed tonight, invoice sent
The client wants to lock the date before the weekend. They sign, and you send the deposit invoice with its payment link in one click.
Frequently asked questions
What is event proposal software?
It's a tool that turns an inquiry into a proposal that's ready to sign. You build the proposal from a catalog of spaces, menus, and services, and the client views it online and signs it electronically. Proposal, follow-ups, signature, and invoice all stay in one flow.
Unlike a Word template or a spreadsheet, the catalog carries your prices, descriptions, and costs. The proposal comes together in minutes, the margin is calculated as you go, and the layout stays polished every time you send.
For a venue, two timelines coexist. A last-minute meeting or offsite is decided in 48 hours: the first venue to send a proposal often wins the contract. An annual conference or a holiday party is decided over several months. You hold the date, follow up at the right time, and get the amendment signed when the headcount firms up. Joinways covers both.
Why not a Word or Excel proposal?
Because every proposal becomes one more document to format, version, and chase by hand. A slip-up has a real cost: a proposal sent too late, an old version signed, a follow-up that never went out.
With an online proposal linked to the event, the latest version is the one that counts, and you see when the client opens it. The follow-up goes out on the planned date, by your rules. You can also send it yourself in one click.
How long does it take to create a proposal?
A few minutes. You pick spaces, menus, and services from your catalog: prices and descriptions are already configured, so all that's left is adjusting quantities.
Is the e-signature legally valid?
Yes. Your client views the proposal online and signs from any device, with no printing or scanning. Legal validity is provided by SignatureAPI.
Can I customize my proposals?
Yes. Your logo, colors, and terms apply to every proposal. The client views it online, with no PDF to download.
Show 14 more questions
What happens after the signature?
You issue the deposit invoice, then the balance invoice, from the signed proposal. If the venue uses a separate rental agreement, it is generated from the proposal too and sent for e-signature. From proposal to payment, everything stays in one flow.
Can I track my margin on each proposal?
Yes. Set your costs in the catalog: the margin is calculated continuously while you build the proposal. You know what you earn before you send.
Can I send a proposal from my phone?
Yes. Because the proposal is built from your catalog, you can send it from your phone too, handy right after a site visit.
Can I edit a proposal I already sent?
Yes. Until the proposal is signed, you edit it and the client always sees the current version online. Once it's signed, changes go through an amendment that's signed in turn, so the agreement stays clear for both sides.
Do I know when the client has viewed my proposal?
Yes. You can see when the proposal was opened. A proposal viewed several times with no reply deserves a call; a proposal never opened deserves a follow-up, which Joinways sends by your rules.
Can I collect a deposit at signature?
Yes. From the signed proposal, you issue the deposit invoice: with a Stripe payment link once Stripe is connected, in Qonto or QuickBooks, or directly from Joinways in Factur-X format, with no integration at all. If Pennylane is connected, the invoice is sent there. If an amendment later changes the proposal, the balance is recalculated automatically, and deposits already paid stay locked. On the proposal page, the client also finds the deposit amount and your bank details to copy, for a transfer.
Does the AI send the proposal by itself?
No. Joinways prepares the proposal when the event is created: it reads the date, guest count, and budget in the inquiry, then drafts the lines and prices from your catalog and your past signed proposals. The draft lands in the Proposals tab, where you adjust it and approve it. The proposal is never sent to a client without your explicit approval, and the e-signature request only goes out when you send it.
My annual offsite is decided six months out. Does speed really matter?
Speed matters at the start: a company comparing five venues reads the same-day replies first. After that, other mechanisms take over: the hold blocks the date, the proposal carries its expiration date, the follow-up goes out by your rules when nothing moves. And when the headcount firms up, the amendment updates the signed proposal, with no new proposal to build.
Can I include my cancellation terms and security deposit?
Yes. The proposal carries your contractual terms and payment conditions: deposit, security deposit, payment terms, accepted methods, validity date. These are the conditions your client accepts when signing online. You can also move them into a separate rental agreement, so the proposal itself stays short.
Can I send a rental agreement separate from the proposal?
Yes, if you choose it for the venue. The agreement is generated from the accepted or signed proposal: parties, dates, spaces, headcount, price, payment schedule, and the clauses you marked for the agreement. The client signs it online, and the signed PDF is filed with the event. Revenue stays tied to the proposal.
Do I need invoicing software to invoice from Joinways?
No. Without Stripe or Qonto, Joinways itself issues deposit and balance invoices, or a single invoice, from the proposal, numbered in your venue's legal series, in Factur-X format. You record the payment when it arrives, and the proposal's status updates. If you already use Stripe, Qonto, or QuickBooks, invoices are issued there.
What about platforms that require the proposal to go through them?
Joinways follows their rules. Some booking platforms require the proposal to be submitted on the platform itself. On those inquiries, the proposal is marked "To file on" followed by the platform's name, and sending it by email takes an extra confirmation. No automated email goes outside the platform. Once the proposal is submitted, Joinways reads the lines of its PDF and shows them on the event and in the BEO. Each new version stacks on the previous one, like an amendment.
Can the client read the proposal in their language?
Yes. When the page opens in a language other than the venue's, the title, lines, descriptions, and terms are translated, with a note that the original prevails and a switch back to it. A language selector sits on the page, and the PDF downloaded from it follows. The signed PDF stays in the venue's language.
Can the client choose options on the proposal?
Yes. Mark a line as an option when you build the proposal: on the page, the client ticks it and the total updates. You get a notification, the line is flagged Option added by the client, and the choice stays open until the proposal is signed.