Lead Capture and RFP Management for Hotels
Fix lead fragmentation. Respond faster. Win more RFPs. Centralize every lead, understand RFPs instantly, and route qualified opportunities so you hit SLAs and lift conversion. Hotels that respond first win 72 percent of RFPs.
The Problem
Why manual RFP responses cost you bookings
Time wasted on admin
Your best sales talent spends hours copying details between systems and formatting responses. They're processing paperwork instead of building relationships that close deals.
Revenue lost in chaos
RFPs arrive through Cvent, email, web forms, phone calls, and walk-ins—scattered across different systems. High-value opportunities sit unnoticed while your team manages mundane requests.
Static proposals fail
Static PDFs can't convey your property's energy or showcase the experience. Planners struggle to envision their event from text and floor plans alone.
No follow-up system
Manual tracking means some leads get bombarded while others slip through cracks. Without systematic prioritization, your team misses critical four-hour response windows.
Current State
8+ hours to process each RFP manually
47 hour average industry response time
23% of RFPs never receive responses
$2.4M annual revenue loss per property
Calculate Your Revenue Potential
How It Works
Simple steps to transform your lead management
Unite all your lead sources automatically
Lead Catcher monitors every channel where RFPs arrive—Cvent, email, web forms, phone systems, even handwritten notes from walk-ins. Everything flows into one organized workspace. Duplicate requests merge automatically, saving time and preventing confusion.
Understand every request in seconds
Instead of reading through pages of requirements, Lead Catcher extracts the key details instantly—event dates, guest count, room blocks, meeting space needs, and budgets. It checks your availability and suggests alternatives when conflicts arise.
Route opportunities to the right team member
Based on your rules, Lead Catcher sends each RFP to the perfect person—large citywide to senior sales team members, SMERF business to specialists, repeat clients to their account managers. Urgent requests get flagged for immediate attention.
Hand off seamlessly with everything prepared
Your CRM updates automatically with complete information. For routine requests, Lead Catcher can even draft responses and schedule follow-ups. Your team engages with qualified, organized opportunities—not messy inquiries.
See a Sample RFP Flow
Outcomes You Can Count On
Measurable results that transform your sales performance
47% more RFPs processed
automating routine tasks and capturing after-hours inquiries
31% higher win rates
through faster, more consistent responses to planners
70% time reclaimed
from administrative tasks and redirected to relationship building
5-minute response times
replacing the industry average of 47 hours
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Lead Management Deep Dive
Smart automation that protects your business
Never Miss Your SLA Windows
Lead Catcher tracks every inquiry against your service standards. Automatic acknowledgments maintain your four-hour commitment to planners.
Scale Your Coverage Intelligently
Start with after-hours and overflow handling during busy periods. Expand gradually to routine RFP qualification as confidence grows.
Improve Through Intelligence
Lead Catcher learns which sources deliver quality business and identifies conversion patterns. Every interaction makes the system smarter.
See Everything Clearly
Real-time dashboards show aging leads, source performance, and team productivity. Make decisions based on data, not hunches.
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Role Based Value
Every leader gets the tools they need to succeed
For Sales Directors and Regional Sales
Get complete pipeline visibility in one dashboard with automatic SLA tracking. Lead Catcher shows exactly where to focus attention and which team members need coaching support.
For GMs and Revenue Leaders
Spot demand patterns instantly with alerts on compression opportunities and growing segments. Lead Catcher pre-schedules site tours and captures planner intent early for better rate decisions.
For IT and Operations
Deploy smoothly with secure APIs that respect data governance and maintain full audit trails. All pricing decisions stay under human control with complete documentation and support included.
Talk to Our Hospitality Experts
Where It Fits in Your Ecosystem
Seamlessly connected from first inquiry to final contract
Flows Perfectly Into Proposals
Lead Catcher's verified information passes directly to proposal creation—no re-entering data or hunting for details. Interactive proposals build quickly and accurately because the foundation is already solid.
Discover Proposal Automation
Connects Through to Close
Lead Catcher automatically pushes all approved proposals into secure Deal Rooms for seamless collaboration. Complete communication history and context flow forward, ensuring continuity from proposal to contract.
Learn About Deal Room Technology
Testimonial
Our Client Love to use Our Products
Free Up Your Sales Team Time to Focus on What Matters Most
VP Sales
200-property hotel group
“We went from 12-hour RFP responses to 10 minutes. We’re winning deals we used to lose.
Director of Sales
Large Hospitality Brand
“The platform paid for itself in weeks with the group business we closed.
First responders win 72% of group business. Lead Catcher ensures that's you—every time.
Request a Personalized Demo
How Much Revenue Are You Losing to Slow Responses?
See exactly how 10-minute response times impact your revenue. Most properties miss $100K+ monthly from slow RFP responses.
299x
ROI on a first-year investment of just $4 K
$1.2M
Additional Annual Revenue
350 hours
Saved annually of your sales team
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SUBMIT
Integrations
Seamlessly connect Hippo Video with your favorite tools
Frequently Asked Questions
Straight answers so your team can decide fast
How does Lead Catcher handle Cvent Supplier Network and Meeting Broker RFPs?
Lead Catcher automatically captures RFPs from Cvent, Meeting Broker, and all other sources in real-time. It extracts event details, checks availability against your PMS, and routes qualified leads based on your rules. Duplicate RFPs merge automatically to prevent double work.
Can AI automatically respond to hotel RFPs without human approval?
Lead Catcher can send immediate acknowledgments and create draft proposals, but pricing and availability always require human approval. Start with AI handling after-hours inquiries, then expand to routine RFPs as comfort grows. You maintain full control over what gets automated.
What's the average response time for hotels using automated RFP management?
Hotels using Lead Catcher achieve 5-minute initial response times versus the industry average of 47 hours. Automated acknowledgments go out instantly, qualified proposals within 30 minutes. This speed improvement alone increases win rates by 31%.
How does RFP automation protect hotel rate integrity and revenue management?
All pricing decisions remain with your revenue team. Lead Catcher suggests rates based on your guidelines but never approves autonomously. Full audit trails document every decision. AI helps identify high-value opportunities while protecting your rate strategy.
