How Custom Quotes Work
Sometimes a vendor’s standard packages don’t cover exactly what you need — maybe your event has a specific setup, an unusual guest count, or requirements that go beyond what’s listed. The custom quote feature lets you and a vendor agree on a personalised price before any booking is made.
For Customers (Guests)
Step 1 — Request a quote from a vendor
Go to a vendor’s listing page and click “Request a Custom Quote.” You’ll fill in a short form:
- Your event date
- Event type (e.g. wedding, christening, birthday)
- Location or region
- Approximate guest count (optional)
- A description of what you’re looking for — the more detail, the better
Once submitted, the vendor is notified by email straight away.
Step 2 — Wait for the vendor’s quote
The vendor reviews your request and sends back a personalised quote. You’ll receive an email when it’s ready, with a link to view the full details, which include:
- A title summarising what’s offered
- Exactly what is included
- The total agreed price
- The booking fee amount due to confirm the booking
- The remaining balance and when/how it’s paid
- Any cancellation or payment terms
- An expiry date — quotes don’t stay open forever, so review it promptly
Step 3 — Accept or decline
Once you’ve reviewed the quote, you have two options:
- Accept — This locks in the agreed price. Depending on the vendor’s setup, you’ll either be taken to pay a booking fee online through Celavivo, or the vendor will let you know how to pay the deposit directly to them. Either way, you’ll receive a digital contract once everything is confirmed.
- Decline — If the quote isn’t right for you, you can decline and walk away with no obligation.
Step 4 — Booking confirmed
Once the booking fee or deposit is settled and the contract is in place, your booking is confirmed. The remaining balance is paid directly to the vendor before or on the day of your event, according to the terms in your contract.
Για Επαγγελματίες
Step 1 — Receive a quote request
When a customer sends a quote request, you’ll get an email notification with their event details. Log in to your dashboard and go to “My Quotes” to see all incoming requests.
Step 2 — Review the request and send your quote
Open the request and fill in your quote form:
- A title for the quote (e.g. “Wedding Photography Package – 8 hours”)
- The total price you’re proposing for the service
- A detailed description of exactly what’s included
- Final balance terms — when and how the remaining balance should be paid
- Any cancellation or payment notes
- An expiry date — set a reasonable deadline for the customer to respond (must be at least 24 hours from now)
As you type in the total price, you’ll see a live preview showing the booking fee amount and the remaining balance automatically calculated from your listing settings.
Step 3 — Quote is sent to the customer
Once you click “Send quote to customer,” they receive an email with the full details and a link to review and respond.
Step 4 — Customer accepts
When the customer accepts your quote, the booking moves forward. What happens next depends on your plan:
- Commission plan — The customer pays the booking fee (12% of the total) through Celavivo’s secure checkout. Once paid, you’ll receive a notification and the booking is confirmed. The remaining balance is paid directly to you by the client.
- Subscription plan — The customer pays the deposit directly to you, outside of Celavivo. Once you’ve received it, mark it as received in your dashboard. The booking is then confirmed and a contract is generated.
Step 5 — Booking confirmed, contract issued
Once the booking fee or deposit is confirmed, the quote converts into a confirmed booking and a digital contract is issued automatically to both you and the customer.
A few things to know
- Quotes have an expiry date. If a customer doesn’t respond before the deadline you set, the quote expires automatically. You can always send a new one.
- You can edit a quote after sending it, as long as the customer hasn’t accepted it yet. Once accepted, the quote is locked.
- Each quote is tied to a specific listing. Make sure your listing has its booking fee settings configured before sending quotes.