Quotes, vendor forms, waivers and bike sheets, drafted for you.

A look at how AI could take paperwork and data entry off your desk. Every document waits for your OK.

What eats the most time, in your words:

“Paperwork and data entry”

So this desk works from your own rules and rates: the waiver rule, the 4'9" e bike rule, your group pricing and where each tour starts. Press Run it on any scene.

Request to quote

A group request lands. The AI fills the event sheet and drafts the quote from your own group rates.

What arrives

Sample request (sample)

From the Plan a Group builder on your website

Group: Sample Co team offsite (sample)
Size: 42 people
Date: Thu Nov 19 2026
Day: Group bike tour in Beverly Hills
Start: Start at the West Hollywood shop
Contact: Alex Sample (sample)
Email: alex@example.com
Phone: (310) 555 0142
Notes: “Two of our interns are 17. Can a few people ride e bikes?”

What the AI makes

Reading
Checking your rules
Drafting

Event sheetDraft

Group: Sample Co team offsite (sample)
Date: Thu Nov 19 2026
Headcount: 42 people
Activity: Group bike tour, Beverly Hills
Start: 7740 Santa Monica Blvd, West Hollywood
Waivers: 42, one per guest

2 under 18: a parent or legal guardian signs

E bikes: riders 4'9" and taller

7740 Santa Monica Blvd
Los Angeles, CA 90046
(323) 796 8555
info@bikeshikes.com

QuoteDraft, waiting for your OK

For: Sample Co team offsite (sample)
Event: Group bike tour, Thu Nov 19 2026, 42 people

First guest, Beverly Hills group rate$275

41 additional guests × $99$4,059

Total$4,334

Vendor paperwork

Accounts payable asks for forms before the event. The AI fills in what it already knows about your business and flags the two things only you can do.

What arrives

ap@example.com, Sample Co accounts payable (sample)

Subject: Vendor setup for Nov 19 (sample)

“Before the event please send a W9, a certificate of insurance naming Sample Co as additional insured, and our vendor form (attached: Vendor setup form.pdf).”

Vendor setup form.pdf

What the AI makes

Reading
Checking your rules
Drafting

Vendor setup formFilled in

Business name: Bikes and Hikes LA
Also known as: Bikes and Hikes LA Tours
Street: 7740 Santa Monica Blvd
City: Los Angeles
State: CA
ZIP: 90046
Phone: (323) 796 8555
Email: info@bikeshikes.com
Website: bikesandhikesla.com
Contact: Danny Roman
Title: CEO and Founder
In business since: 2010
Service: Guided group bike tour, Nov 19 2026
Customer: Sample Co (sample)
Tax ID: Attach your W9
Signature: Needs you

14 of 16 fields filled. 2 need you.

Certificate requestDraft, waiting for your OK

To: your insurance agent (sample)

Subject: Certificate of insurance for Sample Co, Nov 19 2026

Hi, could you please issue a certificate of insurance naming Sample Co as additional insured for our guided group bike tour on Thu Nov 19 2026? Please send it to info@bikeshikes.com. Thanks, Danny Roman, Bikes and Hikes LA

Additional insured: Sample Co. Event date: Thu Nov 19 2026.

Waivers and bikes

The roster comes in. The AI readies a waiver link for every rider, tracks who signed, sizes the bikes and flags anything your rules do not allow.

What arrives

Sample Co roster.xlsx (sample)

Name	Age	Height	Bike asked
Alex Sample (sample)	Adult	5'9"	Pedal
Jordan Sample (sample)	Adult	6'1"	E bike
Casey Sample (sample)	17	5'6"	Pedal
Riley Sample (sample)	17	5'3"	E bike
Morgan Sample (sample)	Adult	4'8"	E bike
Taylor Sample (sample)	Adult	5'11"	Pedal
Jamie Sample (sample)	Adult	5'4"	Pedal
Sam Sample (sample)	Adult	6'3"	E bike
+34 more riders

What the AI makes

Reading
Checking your rules
Drafting

WaiversNot sent, demo

42 waiver links ready, one per rider (not sent, demo)

38 of 42 signed

Casey and Riley are 17: a parent or legal guardian signs

Day before reminder to the 4 riders who have not signed (sample)

Hi, your Sample Co bike tour with Bikes and Hikes LA is tomorrow. Please sign your waiver before you arrive: [waiver link]. Riders under 18 need a parent or legal guardian to sign. See you at 7740 Santa Monica Blvd.

Bike sheetDraft

Pedal bikes: 37
E bikes: 4
To confirm: 1 bike, for Morgan

37 pedal bikes, 4 e bikes

Morgan is 4'8": e bikes are for riders 4'9" and taller. Offer a pedal bike.

Tomorrow's sheet

Bookings, concierge requests and passes arrive from three places. The AI answers from your rules and builds tomorrow's sheet.

What arrives

Rezdy booking note (sample)

“Beverly Hills Tour, 4 guests. Our kids are 7 (4 ft 1 in) and 4 (38 lb). Can they ride e bikes?”

Concierge portal request (sample)

“The Sample Hotel: 2 guests for the Hollywood Sign Hike tomorrow. Can you pick them up at the hotel?”

GoCity pass redemption (sample)

3 guests, Griffith Observatory Hike

What the AI makes

Reading
Checking your rules
Drafting

Reply to the familyDraft, waiting for your OK

E bikes are for riders 4'9" and taller, so your 7 year old can ride our Tag Along behind a parent, and your 4 year old fits our child seat (up to 50 pounds). The two adults can ride e bikes. See you at our shop at 7740 Santa Monica Blvd.

Reply to the conciergeDraft, waiting for your OK

The Hollywood Sign Hike starts inside Griffith Park, about 25 minutes from our shop. The meeting point is in your confirmation.

Hotel pickup asked: your call

3 passes matched to tomorrow's Griffith Observatory Hike

Tomorrow's sheetSample day

Tour	Guests	Gear and paperwork	Start
Beverly Hills Tour	4	2 adult e bikes, 1 Tag Along, 1 child seat, 4 waivers	Starts at the shop
Hollywood Sign Hike	2	No restroom stop on this hike	Starts inside Griffith Park
Griffith Observatory Hike	3 (GoCity)	3 passes matched	Starts inside Griffith Park

The group board

Every group from first request to invoice, with its paperwork right on the card. Click a card to see its documents and move it along.

Request in1

Quoted1

Booked1

Paperwork done1

Day of1

Invoiced0

Nothing goes out without you.

The AI drafts, you check and send.

Questions? Text Landon at (805) 433 4465 Back to the website