Loadout — Quote Builder · IHAV Productions

1. Event brief

This quote is a

Paste the client's email, then keep adding notes as you go — the event details update automatically. ⓘ

People, Organisations & Venues

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Your quotes click a row to open & edit ▾

Subject	Client	PM	Status	Updated ↓

$0.00 inc GST

2. Event details

Check the details, then click Draft quote with AI at the bottom. ⓘ

Event name * Client ⓘ

Company contact ⓘ

IHAV production manager ⓘ

Times

Event date ⓘ Runs over more than one day (or setup the day before)

Setup start (bump-in)

In Use start (event start)

Take Down start (bump-out)

Setup finish (handover)

In Use finish (event end)

Take Down finish (crew off-site)

Venue

Venue name * Venue address *

Function room

Onsite contact

Name Role Mobile Email

Event type, reference & pax

Event type Pax Client reference / PO

Line items

Edit qty, days, unit rate or discount inline. Add or remove rows as you tweak the package.

Bulk: Set all days to Apply discount %

Description	Qty	Days	Unit rate	Disc %	Subtotal
No line items yet — draft from a brief or add a row.
Subtotal (ex GST)					$0.00
Line discounts					$0.00
GST (10%)					$0.00
Total (inc GST)					$0.00
Deal price (ex GST)

Include T&Cs Payment terms Payment before the event Notes

3. Save quote

Locks the quote in.

Store — which IHAV branch Pipeline status

4. Client quote

Your client’s quote page is created and kept up to date each time you click Save quote (or Update job). Want to show off a little? Add past job photos & notes before you send it.

5. Email the client

I'll write the quote email from this job — with the link to their quote page — in the way your team writes. Tweak anything, then send. Every change you make teaches it your style for next time.

Save the quote first (that creates the client link), then click Draft email.

Follow-up sequence

Auto-chases the client until they accept, decline, or reply. Cadence: 1h SMS → 24h email → 48h email → day 5 email. Stops automatically when the job flips to Won/Lost.

No follow-ups yet.

Voice training — teach the AI how you actually write

Paste real follow-up emails you've sent (or would send). The AI uses them as examples — it'll mirror your phrasing, openers, sentence rhythm, and sign-offs instead of defaulting to generic chatbot voice. No real samples on hand? Click Browse samples below any box to preview a handful of pre-written IHAV-voice examples and insert one with a click. Each saved sample shows when you last updated it.

General voice — phrasing / tone applied to every follow-up. Strongest signal. Paste 1–2 of your best emails.

24h check-in example — optional

48h offer-to-adjust example — optional

Day-5 hold-the-date example — optional

6. Didn't go ahead

Use this when the job is cancelled or the client decides not to proceed. It deactivates the online quote (the link starts showing a "cancelled" notice), marks the job Lost, and drafts a short cancellation email for you to review and send.

After cancelling, the drafted email appears in Section 5 above — review it, then open it in your mail app to send.

1. Event brief

2. Event details

Past events for this client — duplicate or edit in the quote builder

Times

Venue

Onsite contact

Past events at this venue — duplicate or edit in the quote builder

Event type, reference & pax

Line items

3. Save quote

4. Client quote

5. Email the client

Follow-up sequence

6. Didn't go ahead

1. Event brief

2. Event details

Past events for this client — duplicate or edit in the quote builder

Times

Venue ⤓ Sync venues

Onsite contact — fill from a saved contact — same as company contact

Past events at this venue — duplicate or edit in the quote builder

Event type, reference & pax

Line items

3. Save quote

4. Client quote

5. Email the client

Follow-up sequence

6. Didn't go ahead

Venue

Onsite contact