How HippoRev Works: A Complete Technical Deep Dive

You've heard what HippoRev does: capture inquiries, qualify leads, generate proposals, track engagement, automate follow-ups.

But how does it actually work?

How does an AI agent parse a 47-page corporate RFP? How does it know what's missing? How does it generate a proposal with accurate pricing from your PMS? How does it decide when to send a follow-up?

This is the technical deep dive. By the end, you'll understand exactly how HippoRev executes your hotel sales workflow—from architectural decisions to AI models to integration mechanics.

Let's start at the beginning.

Architecture Overview: The Four-Agent System

HippoRev is built on a multi-agent architecture where four specialized AI agents work together to handle different phases of the hotel sales workflow.

Each agent has its own dedicated intelligence, trained specifically for hospitality. They understand industry language, MICE and SMERF terminology, room blocks, event space constraints, pricing structures, and planner behavior. They also operate with historical context, learning from past inquiries, proposals, outcomes, and engagement patterns to make better decisions over time.

Think of it like a sales team, but automated:

• Lead Catcher Agent = Your SDR who captures and qualifies inquiries, auto-collects all the missing details
• RFP Response Agent = Your proposal specialist who builds complete responses
• Engagement Agent = Your sales operations analyst who tracks and optimizes
• Sales & Marketing Agent = Your outbound BDR who fills the pipeline

But unlike a human team, these agents:

• Work 24/7 without breaks
• Never forget a follow-up
• Maintain perfect context across all interactions
• Execute at consistent quality every time
• Share memory and context seamlessly

The key architectural principle: Each agent is autonomous in its domain, but they all operate on a shared context layer that maintains complete deal history, planner preferences, property capabilities, and engagement signals.

HippoRev is more than a sales enablement tool.
It’s a full AI sales agent that handles your workflow—from inquiry to close.

In this post, we’ll break down exactly how it works across four automated stages:

CAPTURE → COMPLETE → CREATE → CLOSE

🔶 Step 1: Capture Every RFP (from Everywhere)

RFPs and group inquiries don’t arrive politely in one place. They hit Cvent, email, website forms, phone calls, partner portals, even voicemail.

Lead Catcher Agent unifies everything instantly:

• Pulls new leads from all channels into one clean dashboard
• Parses key details (event type, dates, rooms, F&B signals)
• Qualifies and scores automatically (e.g., “Corporate retreat – 180 pax – $92K potential – 94% fit”)
• Front Desk Agent answers property calls 24/7, asks qualifying questions naturally, and logs the lead

Result: 100% capture rate. Nothing slips through. Hot opportunities rise to the top so your team sees them first.

“We went from missing 36% of RFPs… to capturing 100%.”
— Director of Sales

🔶 Step 2: Complete Missing Details Automatically

Most RFPs arrive missing critical information: attendee counts, room block needs, special requirements, budget signals.

Chasing answers used to take days of email tag.

Now:

• RFP Response Agent scans the RFP and flags what’s missing
• It reaches out directly — usually via phone (natural, professional AI voice) — to the planner
• Example call snippet: “Hi Sarah, this is from Grand Hotel following up on your March corporate retreat RFP. I just need to confirm the expected attendee count and any A/V requirements so we can prepare the most accurate proposal.”
• Answers auto-fill the fields → status changes to “Proposal-ready”

No more waiting. You start with complete information.

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Imagine a scenario where a planner submits an RFP through your website, and within 60 seconds, they get a courteous call confirming a few missing details. No forms. No follow-ups. Just instant professionalism.

Over time, that experience sticks. Planners learn which hotels respond fast, ask the right questions, and respect their time. Those are the properties they look for first when the next RFP goes out.

🔶 Step 3: Create Full Proposals in Minutes

Proposals shouldn’t take all day.
And they shouldn’t start from a blank page every time.

HippoRev uses your branding, pricing data, room inventory, AV specs, and your past RFP history to build a complete proposal for every inquiry in minutes.

Once an RFP is ready, the system does more than just assemble information.

The agent pulls real-time rates from your PMS (Opera, Fidelio, etc.), references your comp set, historical pricing, and current demand signals. At the same time, it looks backward.

It analyzes your previous proposals, past wins and losses, and the templates and structures that have performed best for similar events. What worked for corporate offsites. What converted for association conferences. What stalled deals in the past and should be avoided.

That context shapes what gets created.

The result is a full proposal that includes:

• Accurate pricing packages grounded in real demand and past outcomes
• Branded virtual tours embedded directly in the proposal
• A personalized 20–40 second video walkthrough, tailored to the event type
• An interactive Active Deal Room link, not a static PDF

Review takes 5–10 minutes. You approve or tweak, then send.

Average time from RFP received to proposal sent: under 20 minutes.

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“We now send 5 proposals before lunch. They’re better, too.”
— Senior Sales Manager

🔶 Step 4: Close with Intelligence

After sending, most teams go dark. HippoRev stays awake:

Engagement Agent tracks every action in the Active Deal Room:

• Who opened it and when
• Time spent on pricing, virtual tour, F&B menus
• Which videos were watched (and rewatched)
• Whether it was forwarded to stakeholders

Real-time alerts fire to your phone or Slack:

“Sarah Chen viewed pricing 3× and spent 4:12 on room rates. The lead is hot — call now.”

Internal collaboration happens inside the Deal Room (notes, revenue manager pricing flex, ops feasibility comments) — invisible to the planner.

When ready, the planner signs the contract directly in the Deal Room. Auto-hand-off notifies operations and creates the event brief.

The Outcome

• Response time: 12× faster
• Win rate: 25% higher
• Admin work: 90% reduced
• Planners: 3× more engaged with video + interactive Deal Rooms
• You: Back to evenings, weekends, and actual relationship-building

✅ Integrated, Automated, Instant

What happens when every part of the workflow is connected is simple.

Each AI Agent shares context behind the scenes, so every interaction feels smooth, informed, and human. Information does not get re-entered. Nothing waits for handoffs. No signal is lost between steps.

When an inquiry arrives, it moves to ONE place.
When details are missing, they are gathered.
When a proposal is ready, it is created.
When a planner engages, the right action follows.

You don’t lift a finger.
HippoRev does the work.
You close the deal in no time at all.

💼 Ready to Try It?

If you’re ready to:

• Cut proposal time by 90%
• Stop missing leads
• And finally automate your group sales workflow...

→ [Book your free 30-day pilot here]

No credit card. No friction.
Just faster deals, better days, and zero RFP chaos.

Have Questions? Reach out directly.

Happy to walk you through any part of the flow.

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