From request to booking: the full process on eisbuchen.de
Before you even look: what's already happened
When a new request appears in your dashboard, it isn't a blank slate — and depending on how complete your profile is, a finished quote may already be out. When making the request, the host gave the event location, date and approximate guest count. You agree flavours and extras in the chat; the basis is the menu in your profile.
If your profile is active and complete (location, profile photo, at least one flavour, price per scoop, minimum guest count, minimum spend, travel zones), eisbuchen.de automatically creates a binding quote in your name from it — calculated from exactly this profile data, including a first message to the host. That also applies if a host requests you directly through your profile. If your profile is incomplete or inactive, that doesn't happen: the request lands with you as a classic, manual request, and you build the quote yourself (see below).
The biggest mistake: leaving the chat to run itself
With a complete profile, the quote is already out by the time you open the request. That's no reason to sit back — quite the opposite: this is when it's decided whether the host trusts the automatic quote or keeps looking elsewhere. Get in touch with a personal chat message as soon as you can. Anyone who answers the host's questions quickly and warmly turns an already-sent quote into a booking — anyone who ignores the chat gives it away.
Step 1: Get in touch personally in the chat
Even though the quote is already out: the automatic first message doesn't replace you. Look at the request, and add a short personal message — who you are, that you're looking forward to the event, and anything you notice about the details. Until the booking is confirmed, chat is the only channel of communication; the host's phone number and email address are deliberately not visible yet. That protects both sides and keeps every agreement in writing.
Step 2: Use the chat to clarify what the quote doesn't cover yet
The automatic quote is calculated from your profile data and the details in the request — but it doesn't know every detail. Use the chat to fill in the gaps. If you notice that something significant has changed, adjust the quote in your dashboard and send it again (see the box below).
What you should clarify in the chat
- ✅ Confirm the guest count — has anything changed since the request?
- ✅ Nail down the extras — which specials and sauces should really be included, and how much of them?
- ✅ Pitch and access — entrance width, ground surface, how close can the van get?
- ✅ Power supply — 230V on site, extension cable needed, or self-sufficient?
- ✅ Timing — exactly when should the ice cream van be set up, and how long will it stay?
- ✅ Special requests — vegan or lactose-free guests, children's favourites, event theme
At the same time, something else important happens in the chat: the host notices that you're thinking things through and taking an interest in their event. Anyone who asks questions and offers advice beats anyone who just leaves the automatic quote sitting there without comment.
Adjust the quote and send it again
If something about the automatic quote no longer fits — a different guest count, extra flavours, a different time —, you change it directly in your dashboard and send an updated quote. Until then, the existing quote stays valid and bookable for the host. You can repeat this step as many times as it takes until everything fits — or decline if the event isn't right for you.
Step 3: Contact details are unlocked after the booking
Once the host books online (including the service fee via Stripe), contact details become visible to both of you — phone number and email address. If needed, you can now check in again by phone shortly before the event: whether access will work, whether the guest count has changed at all, whether the pitch is as discussed. Of course you can also keep communicating via chat on eisbuchen.de — everything stays documented.
Step 4: After the event — the review comes automatically
Once the event day has passed, eisbuchen.de automatically sends a review email to the host. They're asked to share their experience: how the process went, how the event went, and whether they'd recommend the vendor. You don't have to do anything for this — the platform takes care of it.
Honest reviews from real hosts are the strongest calling card for new requests. Anyone who delivers a smooth process — from the first chat message to the last cup of ice cream — will see that reflected in their reviews.
And if your profile isn't complete (yet)?
If your profile is incomplete or inactive, no automatic quote is created. The request lands in your dashboard as a classic, manual request — the process then works the old way: you get in touch in the chat, clarify the details from the list above, and then build a quote yourself with a fixed price and schedule that the host can confirm with a click.
Important: if you don't respond at all for 36 hours, the platform automatically keeps matching. It generates up to two quotes from other, complete vendors — alongside your request, not instead of it. You can still win the booking; whoever gets booked first wins. The simplest way to avoid this competition: keep your profile complete, so the automatic quote is already running before the 36 hours even come into play.
In summary: your job is the chat, not the quote any more
With a complete profile, the platform doesn't just bring you the request – it brings the finished quote too. Your job is to turn that into a booking in the chat: get in touch personally, answer questions, adjust if needed. Anyone who takes this to heart closes more bookings, has fewer misunderstandings on the day, and ends up with better reviews.
Reviews come automatically — your job is the chat
After every completed event, eisbuchen.de automatically sends a review request to the host. You don't have to do anything — except communicate professionally from start to finish. Good reviews attract new requests, almost by themselves.
