How Hackholmssund replaced PDF offers with a digital sales process and cut proposal time to under 10 minutes with Qondor.

Customer: Hackholmssund.
Type: Conference hotel and venue.
Location: Lake Mälaren, 45 minutes from Stockholm City and Arlanda Airport.
Challenge: Slow, inconsistent proposal process using PDFs and Excel, no shared inbox for sales communications, limited visibility over pipeline and reporting.
Outcome: A fully digital sales process from enquiry to guest arrival, proposals created in under 10 minutes, consistent brand presentation across all offers, and a shared team inbox replacing individual sales manager inboxes.

"We enjoy working with Qondor and have had confidence in them since the first meeting."

What is Hackholmssund?

Hackholmssund is a conference hotel and venue on Lake Mälaren, 45 minutes from Stockholm City and Arlanda Airport. The property is known for its high service level, superb food and drinks, and exclusive group access to its facilities. The sales team uses Qondor to manage conference enquiries, create proposals, and run the full sales process from initial request through to guest arrival.

What problem was Hackholmssund trying to solve woth Qondor?

Before Qondor, Hackholmssund's sales process relied on the traditional approach common across the MICE industry: proposals distributed as PDFs, participant lists managed in Excel, and client communication split across individual sales managers' personal inboxes.

The specific gaps this created were:

• Slow proposal creation: Building and sending offers manually was time-consuming and difficult to scale during busy periods.

  
  

• Inconsistent presentation: Without a shared system, proposal quality and layout varied depending on who created them.

  
  

• Fragmented communication: Client responses and confirmations lived in individual inboxes, making it difficult for colleagues to pick up conversations when someone was out of the office.

  
  

• Limited pipeline visibility: Without a centralised platform, reporting on the sales pipeline was harder and less accurate.

  
  

Why did Hackholmssund choose Qondor?

The initial decision came down to three things: the quality of the proposal design, the usability of the platform for both the sales team and their clients, and the support provided during onboarding.

The Qondor Customer Success Manager gave the team full attention from the start, helping them get set up and providing practical recommendations throughout the first months in production. The ongoing, solutions-oriented support from the Qondor team was highlighted as a key factor in getting to value quickly.

What changed in Hackholmssund's sales process after adopting Qondor?

The shift was from a static, document-based approach to a fully digital customer journey. The process now runs continuously within Qondor, from the moment a request for proposal arrives, through the offer phase, into planning, and ending with guests on-site.

The specific changes were:

• PDF proposals replaced by interactive digital proposals that clients can review and respond to within seconds.

  
  

• Excel participant lists replaced by structured management within the same platform as the project.

  
  

• Individual sales manager inboxes replaced by a shared team inbox, so any team member can update an offer or contact a client regardless of who originally handled the enquiry.

  
  

• Consistent proposal layout enforced across all offers through protected master templates that only authorised colleagues can edit.

  
  

"We moved away from the traditional way of distributing offers in pdf format and name lists in Excel to Qondor's interactive proposals. Now we have a digital customer journey which starts when the request for proposal comes in, through the offer phase, continuing with the planning and ends with the guests being at our hotel."

How fast can Hackholmssund now create a conference proposal with Qondor?

Using Qondor's sales templates and project copy functionality, the team can create and send a complete conference proposal in under 10 minutes.

"For us the speed of creating offers is a huge improvement compared to earlier. The possibility to use a project template and adjust the dates and quantity makes the offer process fast - I would say less than 10 minutes."

The process works by selecting a template or copying an existing project, adjusting the relevant dates and quantities, and sending directly to the client. General terms and conditions are included by default so they always appear in the offer without additional steps, and clients can accept them at the point of confirmation.

How have clients responded to the new proposal format?

The reception has been consistently positive. Clients appreciate the clarity and elegance of the digital proposals, and the ability to respond to an offer in seconds reduces the friction that previously slowed down the confirmation process.

"It has been super smooth. The customers really like the way the offers are presented. They have an elegant presentation; clear overview and an offer can be answered in a few seconds."

How has Qondor helped Hackholmssund strengthen its brand and upsell?

All proposals now share a consistent look and feel defined by Hackholmssund's brand. Master templates are protected and can only be edited by colleagues with approved access, ensuring that individual team members can customise offer details without overwriting the approved template.

An additional commercial benefit has emerged from the proposal structure itself. By including optional extras such as a BBQ lunch or upgraded dinner directly in the initial offer, the team has seen higher willingness among guests to add these items upfront. This gives the operations team earlier visibility over what to prepare, helping the property meet and exceed guest expectations at delivery.

What does Hackholmssund say was the key to getting value from Qondor quickly?

A clean cut-off from the old process was the defining factor. From the moment Hackholmssund went live, Qondor was used for all sales activity. This full adoption from day one accelerated the benefits, particularly for pipeline visibility and reporting, and made it immediately clear which way of working the team would use going forward.

"From the moment we went live in Qondor, we implemented it in all our sales processes. This is the key to success, as it got us to value faster especially for pipeline and reporting purposes. The hard cut off with the old process made it clear which way of work to use and we could really see the advantage fast."

What advice does Hackholmssund give to other venues in the MICE industry?

Start with the sales module and adopt it fully. Once the team is comfortable with the core sales process, add further modules at their own pace - participant reporting, programme management, and invoicing can each be added when the time is right without disrupting the established workflow.

"Take the opportunity and start with Qondor to improve your sales processes. It is a really good investment. Once accustomed to the sales module, consider adding more modules to complement your sales processes, for example name reporting, program, and invoicing. We really like that we can choose to add more modules at our own pace."

Results after Qondor was implemented.

• Proposals: Interactive digital proposals, created in under 10 minutes.
• Participant list: Managed within the project in Qondor.
• Client communication: Centralised shared team inbox.
• Proposal consistency: Consistent layout enforced through protected templates.
• Terms and conditions: Included by default, accepted digitally at confirmation.
• Pipeline visibility: Real-time reporting from day one of adoption.
• Upsell: Offered in the initial proposal, increasing uptake.

Key takeaways: what makes Qondor the right platform for conference hotels and venues?

What problem does Qondor solve for conference hotels and venues?

Qondor replaces the PDF-and-Excel sales process with a fully digital workflow that runs from enquiry through to guest arrival in one platform. It gives sales teams faster proposal creation, consistent branding, a shared inbox, and real-time pipeline visibility.

How quickly can a venue create a conference proposal in Qondor?

Hackholmssund reports creating complete conference proposals in under 10 minutes using Qondor's project templates and copy functionality.

How does Qondor support sales team collaboration at venues?

Qondor replaces individual sales manager inboxes with a shared team inbox, so any team member can see client responses, update offers, and pick up conversations without information being lost when a colleague is out of the office.

How does Qondor help venues protect brand consistency across proposals?

Master templates in Qondor are protected and can only be edited by colleagues with approved access. Individual sales managers can customise dates and quantities for each offer without the risk of altering the approved template.

Can Qondor help conference venues increase upsell revenue?

Yes. Hackholmssund found that including optional extras such as upgraded dining directly in the initial proposal increased the rate at which guests added these items, giving the operations team earlier visibility and improving delivery.

What is the recommended approach for venues adopting Qondor?

Hackholmssund's advice is to start with the sales module, adopt it fully from day one, and add further modules such as participant reporting, programme management, and invoicing at their own pace once the core workflow is established.