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Vella AI
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AI agent for hotel group & MICE sales

Group RFP proposals,drafted by AI in minutes.

Approval stays with your team, as always.

Vella AI reads RFPs that arrive in any language, from Japan and abroad, and drafts a proposal with rooms, function space and pricing. It reaches the client only after clearing your internal approval flow.

  • Multilingual RFP intake
  • Pricing logic at a glance
  • Multi-step approvals
Download the overview (free)Book a demo

* Pricing available on request.

app.vella.example/tasks
app.vella.example/tasks/apac-partner-summit-2027

Screens are for illustration only. All hotel, company and personal names shown are fictitious.

PROBLEM

Sound familiar in group sales?

  • Overseas RFPs take too long to read and answer

    Only a few people on the team can handle English, Chinese or Korean.

  • Quotes live in spreadsheets and vary by who builds them

    Rooms, function space and F&B combine in complex ways, so content and quality depend on the individual.

  • Slow approvals hand the business to faster hotels

    Internal sign-off takes time, so the first reply to the planner goes out late.

  • Checking availability means chasing other teams and systems

    Every check on rooms, function space or pre-function rooms needs another internal round trip.

  • Short-staffed teams let smaller leads slip

    Lower-priority inquiries go unanswered, and the revenue goes with them.

  • Hard to explain how a rate was set

    There's nothing on hand to show your manager or the client why the price is what it is.

Vella AI takes care of all of them.

SOLUTION

AI drafts. People decide. A sales agent built for hotels.

Vella AI is an AI agent that handles everything from RFP intake to sending the proposal. Every decision point includes a human approval, so you respond faster without compromising your hotel's rules or quality.

  1. 01AI handles

    Intake

    Every RFP, any language, in one place

    Pulled in automatically from email, web forms and files

  2. 02AI handles

    AI drafts

    Rooms, space and pricing calculated

    A proposal drafted to your hotel's rules

  3. 03You decide

    You approve

    Your internal sign-off flow

    Multi-step approvals. Send back in one click

  4. 04AI handles

    Send & track

    Know when it's opened

    See client views and confirmations in real time

Watch the full flow in the replay ↓

REPLAY

Watch the AI work, from RFP to sent proposal

We recreated how Vella AI handles an RFP for an 80-person meeting from overseas. You make the approval call yourself.

app.vella.example/tasks
RFP language
From
Mei Lin Tan <meilin.tan@helix-bio.example>
To
events@rfp.hotel-canarie.example
Subject
RFP: APAC Partner Summit 2027 – Tokyo

Dear Events Team, On behalf of Helix Bioscience (Singapore), I would like to request a proposal for our APAC Partner Summit 2027. Preferred dates: March 10–12, 2027 (2 nights); alternative March 17–19. We are flexible on dates. Attendees: 80 guests. Rooms: 45 rooms at peak, 2 nights. Meeting space: a plenary room (theater, 80), two breakouts (30 each), and a standing reception for 80 on the second evening. Budget: around JPY 110,000 per person, all-inclusive. Best regards, Mei Lin Tan

Tasks

Spring Distributor Meeting

Approved
Hokuto Seiki Co., Ltd.120 pax2027/04/14

Global Sales Kickoff

Submitted
Northbay Systems200 pax2027/01/20

30th Anniversary Gala

Confirmed
Minato Credit Cooperative150 pax2026/12/05

Medical Congress Reception

Requested
East Asia Society for Clinical Data90 pax2027/02/18

AIAn RFP arrives from an overseas planner

RFPs that arrive by email are imported automatically.

Playback speed

1 / 11: An RFP arrives from an overseas planner

* A recreation for this demo. All hotel, company and personal names and all prices are fictitious. Elapsed times are those of this demo, not measurements.

FEATURES

From intake to confirmation, one group sales workflow

01Unified intake

Every RFP, every language, one inbox.

RFPs arrive by email, through your website form, or as PDF and Word files. Vella AI pulls them all in automatically and organizes them into clear, structured requests.

  • Forward to your hotel's dedicated intake address and RFPs import automatically
  • An RFP form you can embed on your website (inline or pop-up)
  • AI reads PDF, Word and plain-text RFPs
  • Multiple date options and date flexibility captured
  • Automatic owner assignment by rules (region, organization type and more)
app.vella.example/leads

Screens are for illustration only. All hotel, company and personal names shown are fictitious.

02Transparent proposals

Rates and venues, with the reasoning shown.

AI drafts each proposal to your hotel's rate rules and venue conditions, so you can see at a glance why it chose that rate and that room.

  • Room rates from demand tiers, BAR levels and seasonal rate sheets, with the calculation shown
  • Automatic venue assignment that weighs capacity, existing bookings and turnover time, with reasons
  • Real-time function space availability
  • Automatic tax, service charge and fee calculation, in multiple currencies
  • Send as a web proposal and a PDF
app.vella.example/tasks/apac-partner-summit-2027/proposal

Screens are for illustration only. All hotel, company and personal names shown are fictitious.

03Japanese-style approvals

Multi-step approvals, built for ringi.

Every AI-drafted proposal is approved by your staff before it goes out, following the multi-step internal approval (ringi) Japanese hotels already use. It's always clear who approved what, and when.

  • Multi-step approvals by role or group
  • Stages that advance when any one approver signs off
  • Drafter and approver kept separate
  • Required reason and notification on send-back
  • Automatic re-approval after edits
app.vella.example/tasks/apac-partner-summit-2027/approval

Screens are for illustration only. All hotel, company and personal names shown are fictitious.

INSIGHTS

Worth taking? AI lays out the numbers

Alongside each proposal, see the projected revenue and how your rate compares with competing hotels, so you can decide and adjust pricing with the numbers in front of you.

  • Revenue metrics for every request
  • Rate comparison with competing hotels
  • Proposal engagement (views, time spent, last viewed)
  • Analytics with period-over-period comparison and a status funnel
Key insightsHotel Canarie Tokyo / APAC Partner Summit 2027

Projected revenue

Total (excl. tax & service) ¥6,960,000

  • Rooms¥2,880,000
  • Space¥2,160,000
  • F&B¥1,920,000

Competitor rate comparison

Per room night

  • Canarie TokyoOurs¥32,000
  • Grand Vert Tokyo¥34,500
  • Hotel Astel Hamamatsu¥31,000
  • The Crest Bayside¥35,500

* Competitor rates are based on rates entered by the hotel.

Screens are for illustration only. All hotel, company and personal names shown are fictitious.

MADE FOR JAPAN

Built for the way hotel sales works in Japan, out of the box

  • Pre-function rooms paired with the venue

    Main venues are proposed together with their pre-function room (zenshitsu), so it is never sold on its own.

  • Your own rate sheet formats

    Supports about 17 spreadsheet layouts, with version control.

  • Proposals in Japanese and English

    Choose the proposal language to suit each client.

  • Multilingual RFP intake

    AI organizes RFPs from overseas planners into Japanese for your team.

  • F&B minimum spend

    Each hotel's minimum food & beverage guarantee is applied to proposals automatically.

  • Granular permissions

    Custom roles and 39 permission settings fit the way each department works.

Try it with your own RFPs

The overview walks through the screens and the onboarding process in detail.

Download the overview (free)Book a demo

INTEGRATION

Works with what you already use

Import rate sheets and venue masters straight from your spreadsheets. RFPs from email and web forms are collected automatically.

  • Automatic email import

    Forward RFPs to your hotel's dedicated intake address and they become tasks.

  • Embedded web form

    Put an RFP form on your website, inline or as a pop-up.

  • Spreadsheet, PDF and Word import

    Bring in rate sheets, venue masters and RFP files as they are.

FLOW

Live in as little as two weeks

  1. 1

    Inquiry & discovery

    We learn how your group sales team works today and where it gets stuck.

  2. 2

    Share your data

    Send us your rate sheets, venue master and proposal templates.

  3. 3

    Setup & parallel run

    We configure rate rules and approval routes, then run alongside your current process.

  4. 4

    Go live

    Switch over once things are stable, with regular improvements after that.

We guide you through setup. No dedicated engineers needed.

MEDIA

In the media

SECURITY

Built to keep client data safe

  • Granular permissions

    Custom roles and 39 permission settings, adjustable for each member.

  • Data separated by hotel

    Each member's access is managed hotel by hotel.

  • Approval audit trail

    Every approval and send-back is recorded with who and when.

  • Client identity verification

    Clients confirm proposals with an emailed verification code.

For security details, please contact us.

PRICING

Pricing

Custom pricing

Pricing is based on your room count, number of properties and the features you need. Get in touch for a quote.

Included

  • RFP intake and AI reading
  • AI-drafted proposals
  • Multi-step approval flow
  • Web proposals and PDFs
  • Onboarding support
Ask about pricing

FAQ

Frequently asked questions

Which RFP languages do you support?

We accept RFPs in English, Chinese, Korean and many other languages. The AI reads each one and organizes the details in Japanese for your team. Proposals can be created in Japanese or English.

Could the AI send a wrong proposal to a client?

Proposals go out only after passing the approval flow your hotel sets up. Nothing reaches the client until it is approved.

Can we keep using our current rate sheets?

Yes. Import your spreadsheet rate sheets and venue master as they are. About 17 formats are supported.

How long does onboarding take?

It depends on the size of your hotel and the state of your data. We guide you through setup, so let's talk first.

How much does it cost?

We quote based on your room count and scope of use. Please get in touch through the contact form.

Can we use it across multiple hotels?

Settings and members are managed hotel by hotel. Ask us about using it across a group.

Can it handle a complex internal approval route?

Yes. Combine multi-step approvals by role or group, “any one approver” stages and more.

CONTACT

Download the overview or contact us

Screens are for illustration only. All hotel, company and personal names shown are fictitious.

What's in the overview

  • What Vella AI does
  • Screen walkthrough
  • Onboarding process
  • FAQ
Overview download and contact form

* Takes about a minute