Tired of Chasing Hotel Bids? Here’s How ReadyBid Automates the Process

Managing hotel RFPs can be exhausting. Between sending out bids, following up with hotels, negotiating rates, and ensuring compliance, the process often turns into a frustrating, time-consuming cycle. If you are a travel manager or part of a Travel Management Company (TMC), you have likely spent countless hours chasing hotel bids, waiting for responses, and dealing with rate discrepancies.

But what if you didn’t have to?

ReadyBid automates the entire hotel sourcing process, eliminating manual follow-ups, enabling bulk negotiations, and ensuring correct rates are loaded into GDS systems. Here’s how it works.

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The Problem: Why Chasing Hotel Bids is a Nightmare

Most TMCs and corporate travel buyers struggle with the same hotel RFP challenges:

  • Building hotel lists manually – Gathering hotel contact information takes up valuable time.

  • Sending RFPs one by one – A slow, inefficient process that limits sourcing options.

  • Following up with hotels – Endless emails and calls just to get a response.

  • Manual negotiations – Going back and forth with hotels individually.

  • Rate compliance issues – Hotels sometimes fail to load contracted rates into GDS, leading to unexpected costs.

The result? Travel managers spend more time managing RFPs than optimizing travel programs.

How ReadyBid Automates the Hotel RFP Process

With ReadyBid, you no longer need to manually track down responses, negotiate bids one by one, or verify rate compliance manually. Our platform handles everything from bid creation to hotel program management and contract execution - seamlessly and automatically.

One-Click Bulk RFPs: Send Hundreds of Bids Instantly

Forget sending hotel RFPs one by one. With ReadyBid, you can send bulk bid requests to hundreds of hotels at once.

  • Instantly upload travel destinations – ReadyBid identifies all nearby hotels.

  • Select hotels and chain reps in one step – No need to search for individual contacts.

  • Auto-filled RFPs – Hotels receive a complete, customized request with zero manual effort.

With bulk RFP distribution, travel buyers reach more hotels faster, leading to better-negotiated rates and increased sourcing efficiency.

Automated Follow-Ups: No More Chasing Responses

One of the biggest time drains in hotel RFPs is following up with hotels that don’t respond. ReadyBid eliminates this problem with built-in hotel RFP automation:

  • Automatic reminders – Hotels that haven’t responded get timely follow-ups.

  • Real-time bid tracking – Get instant notifications when a hotel views, responds, or requests changes.

  • Failed email detection – If an RFP email fails, ReadyBid detects it and resends automatically.

With this system in place, travel managers can avoid wasting time on manual follow-ups and focus on strategic decision-making instead.

Bulk Negotiations: Save Time & Secure the Best Rates

Instead of negotiating with each hotel separately, ReadyBid allows bulk negotiations across multiple properties at once.

  • Negotiate multiple bids simultaneously – Adjust rates, amenities, and terms across several hotels in one action.

  • Track all negotiations in one place – No more juggling spreadsheets or scattered emails.

  • Benchmarking tools – Compare proposed rates against market trends to ensure cost savings.

By streamlining negotiations, travel managers can secure better deals without the usual back-and-forth hassle.

Automated Rate Auditing: Ensure Hotels Load the Right Rates

Many travel buyers assume hotels will honor the negotiated rates, but rate discrepancies are common. Hotels often fail to load the correct rates into GDS platforms, leading to unexpected costs and compliance issues.

ReadyBid automatically audits rates across multiple GDS platforms, including:

  • Sabre

  • Amadeus

  • Galileo

  • Worldspan

If a hotel fails to load the correct rate, ReadyBid flags the issue and alerts the travel manager, preventing costly mistakes before they impact the program.

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The Benefits of Automating Hotel RFPs with ReadyBid

🚀 Time Savings:

  • Sends RFPs 10x faster than traditional methods.

  • Reduces bid follow-up time by 80%.

  • Automates rate compliance, removing manual auditing efforts.

💰 Cost Savings:

  • Eliminates extra fees for sending bids (ReadyBid includes unlimited RFPs).

  • Prevents overcharges caused by incorrect rates.

  • Encourages hotel competition, leading to lower negotiated rates.

For TMC hotel sourcing and travel managers, this means less time wasted, lower sourcing costs, and more control over hotel programs.

Ready to Stop Chasing Bids? Let ReadyBid Handle It.

Hotel sourcing doesn’t have to be a time-consuming, frustrating process. With ReadyBid, you can automate the entire RFP cycle including RPF response tracking - from sending bids to securing contracts - without the manual headaches.

🚀 Book a demo today to see how ReadyBid can transform your hotel RFP automation process and save you time and money.

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