How The Orchard Barn sends wedding quotes within a day instead of up to 3 days

Up to 3 days to send a quote

The Orchard Barn is an eight-person wedding venue in the Barossa. Couples enquire through a form on the website with their date, guest numbers, and the kind of day they want. Every enquiry needed a custom quote built from the venue’s price sheet, with the right package, the right season, and the extras the couple asked about.

The events manager built each quote by hand between site tours and weddings. It could take up to 3 days for a couple to hear back.

What we set up

We set up an AI helper (the industry calls it an agent) that reads each new enquiry as it lands in HubSpot. It builds the quote from the venue’s price table using the date, the guest count, and the package, and adds any extras the couple mentioned. Then it drafts a warm reply in the venue’s own voice, with the quote attached.

The events manager checks the quote and the reply, changes anything that needs it, and sends it from Gmail. The enquiry, the quote, and the reply all stay on the couple’s record in HubSpot.

What didn’t work the first time

The venue’s price sheet sat across two tabs, one for peak season and one for the rest of the year. Our first version read the wrong tab and quoted a winter wedding at the peak price. The events manager caught it before it went out. We rebuilt the price sheet as one table with the dates in it, so there’s only one place to look.

What changed, and what still needs a person

Quotes now go out within a day of the enquiry, instead of up to 3 days.

The events manager still calls every couple before they book. That call is where the venue learns what the day needs, and no quote replaces it.

Where this fits

This is one of our AI helpers, built around the venue’s own price sheet. If your quotes wait for a free afternoon, get your AI Starter Plan and tell it where your week goes.