Convert a Quote to a Job

Learn how to turn accepted quotes into scheduled jobs quickly and accurately.

When to Convert a Quote

Customer Accepts Quote

Verbal acceptance:

• Customer calls: "Let's do it!"
• Or says yes in person
• Mark quote as ACCEPTED first
• Then convert to job

Online acceptance:

• Customer clicks "Accept Quote" link
• E-signature captured
• System auto-marks ACCEPTED
• Ready to convert

Email acceptance:

• Customer replies: "Approved, please proceed"
• Mark quote ACCEPTED manually
• Convert to job

Deposit Paid

If you require deposit:

• Customer pays 50% online
• Payment recorded automatically
• Quote status: ACCEPTED
• Convert to job and schedule

How to Convert Quote to Job

Method 1: From Quote Details (Most Common)

Step 1: Open the Quote

1. Navigate to Quotes
2. Filter: Status = ACCEPTED
3. Click quote to open

Step 2: Convert

1. Large green button: Convert to Job
2. Click button
3. Conversion screen appears

Step 3: Review & Confirm

System shows:

Converting Quote #QUO-2026-0042

Customer: Sarah Johnson
123 Main Street, Anytown

Line Items (5 items):
☑ Compressor - 3 ton: $1,200
☑ Labor - Installation: $570
☑ Refrigerant: $160
☑ Contactor: $45
☑ Total: $1,975

Create job with these items?

Options:

• ✅ Include all items (default)

• Or uncheck items customer declined

• Adjust quantities if needed

Step 4: Set Job Details

Job Type: Auto-suggests based on quote

• Repair
• Installation
• Maintenance
• Emergency

Priority:

• Normal (default)
• High (customer waiting, urgent)
• Low (flexible timing)

Estimated Duration:

• System suggests based on line items
• Example: "6 hours" (from quote labor)
• Adjust if needed

Step 5: Schedule (Optional)

Option A: Schedule Now

1. Select technician from dropdown
2. Choose date and time
3. Job scheduled and technician notified

Option B: Schedule Later

1. Skip scheduling
2. Job created as UNSCHEDULED
3. Assign from calendar later

Step 6: Add Notes

"Converted from Quote #QUO-2026-0042.
Customer approved Option A (compressor replacement).
Deposit of $1,041.60 received.
Customer requests text 30 min before arrival."

Step 7: Create Job

• Click Create Job
• Success message appears
• Quote status: CONVERTED
• Job created: JOB-2026-0156

Method 2: Quick Convert from List

From Quotes page:

1. Find ACCEPTED quote in list
2. Hover over quote row
3. Click Convert icon (⚡)
4. Confirmation: "Convert to job?"
5. Click Yes

Result:

• Job created instantly
• Uses all quote line items
• Status: UNSCHEDULED
• Assign technician from calendar

Best for: Quick conversions, schedule later

What Happens Automatically

1. Job Created with All Details

Job includes:

• Customer info (from quote)
• Service address (from quote)
• All line items (parts, labor, costs)
• Quote notes (appended to job notes)
• Estimated duration (from labor hours)

Benefits:

• No re-entering data
• Eliminates errors
• Saves 5-10 minutes per job

2. Quote Status Updated

Before: ACCEPTED
After: CONVERTED

Quote shows:

• ✅ Converted badge

• Link to job: "View Job #JOB-2026-0156"

• Converted date/time

• Who converted it

Cannot convert twice - prevents duplicate jobs.

3. Customer Notified (If Enabled)

Customer receives email:

Subject: Work Scheduled - [Your Company]

Hi Sarah,

Great news! We've scheduled your AC compressor
replacement based on Quote #QUO-2026-0042.

Scheduled For:
Wednesday, January 22, 2026 at 9:00 AM

Technician: Mike Johnson
Phone: (555) 123-4567

Estimated Time: 6 hours

We'll text you 30 minutes before arrival.

Questions? Call us: (555) 987-6543

4. Technician Assigned (If Scheduled)

Technician's app shows:

• New job appears on calendar
• Job details with quote notes
• Parts list (to prepare truck stock)
• Customer access notes

Push notification:

"New Job Assigned
Sarah Johnson - AC Compressor Replacement
Wednesday, Jan 22 at 9:00 AM"

5. Parts Reserved (If Inventory Enabled)

Inventory system:

• Marks parts as "Reserved for Job #156"
• Reduces available count
• Prevents double-booking parts
• Auto-deducts when job completed

Low stock alert:

"Warning: Only 2 compressors left in stock
Job #156 needs 1
Reorder point reached"

Adjusting Items Before Converting

Remove Declined Options

Scenario: Customer accepted Option A but not Option B

Before converting:

1. Open quote
2. Click Edit (if status = ACCEPTED, need permission)
3. Or uncheck items during conversion
4. Only checked items added to job

Example:

Quote had 3 options:
☐ Option A: Repair ($1,975) ← Customer chose this
☐ Option B: Replace unit ($3,560)
☐ Option C: Replace system ($6,400)

Conversion creates job with only Option A items.

Adjust Quantities

Scenario: Quote was for 2 units, customer only wants 1 now

During conversion:

1. Find line item: "AC Unit (Qty: 2)"
2. Change quantity to 1
3. Price recalculates automatically
4. Job created with updated amount

Add Items

Scenario: Customer wants to add something not in quote

After converting:

1. Job is created
2. Open job details
3. Add new line items
4. Increases job total
5. Invoice will reflect new total

Or before converting:

1. Edit quote (add new items)
2. Resend updated quote
3. Get customer acceptance
4. Then convert

Scheduling Converted Jobs

Schedule Immediately

Best for:

• Urgent repairs
• Customer waiting
• Parts in stock
• Technician available

Steps:

1. During conversion, select technician
2. Choose available time slot
3. Job goes directly to technician's calendar

Schedule Later

Best for:

• Waiting on parts to arrive
• Customer's schedule uncertain
• Need to check technician availability
• Complex job requiring coordination

Steps:

1. Convert without scheduling
2. Job status: UNSCHEDULED
3. Shows in "Unassigned Jobs" list
4. Schedule from calendar when ready

See: Book Appointment

Deposits & Payment Tracking

If Deposit Already Paid

During quote:

• Customer paid 50% deposit: $1,041.60
• Recorded in quote

After converting:

• Job shows deposit paid
• Remaining balance: $1,041.60
• Invoice created shows:
  • Total: $2,083.20
  • Deposit: -$1,041.60
  • Balance Due: $1,041.60

Collect balance upon completion.

If Deposit Not Yet Paid

After converting:

• Job created
• Send deposit invoice: "50% Deposit Due"
• Customer pays deposit
• Schedule work when deposit received

Or:

• Some companies don't require deposits
• Full payment due upon completion

Common Conversion Scenarios

Scenario 1: Multi-Day Job

Quote: Complete HVAC replacement (3 days)

Convert to:

• Option A: One job with 3-day duration
• Option B: Three separate jobs (Day 1, Day 2, Day 3)

Recommendation:

• Large commercial: Separate jobs (track progress)
• Residential: Single job (simpler)

Scenario 2: Waiting on Parts

Quote accepted: January 17

Parts arrive: January 25 (8 days)

Steps:

1. Convert to job immediately
2. Status: UNSCHEDULED
3. Add note: "Waiting on compressor - ETA Jan 25"
4. Set reminder: January 25
5. Schedule when parts arrive

Scenario 3: Partial Acceptance

Quote had:

• AC repair: $1,975
• Duct cleaning: $450
• Total: $2,425

Customer says: "Just do the AC, not the ducts"

Steps:

1. During conversion, uncheck duct cleaning
2. Job created with AC repair only ($1,975)
3. Original quote unchanged (shows full proposal)
4. Can create separate quote for ducts later

Scenario 4: Change Order During Job

Quote: Replace compressor ($1,975)

During job: Tech finds condenser coil also bad

Steps:

1. Job already exists from quote
2. Create change order (additional work)
3. Get customer approval
4. Add line items to existing job
5. New total: $1,975 + $650 = $2,625

Tracking Quote-to-Job Conversion

Conversion Rate Report

Navigate to: Reports → Quotes → Conversion Rate

Shows:

This Month:
- Quotes Sent: 45
- Quotes Accepted: 23
- Conversion Rate: 51%

By Technician:
- Mike Johnson: 65% (13 of 20)
- Sarah Smith: 45% (10 of 22)

Average Days to Accept: 5.2 days
Average Quote Value: $2,340

Use to:

• Track sales performance
• Identify training needs
• Forecast revenue
• Adjust pricing strategy

Pipeline View

Quotes dashboard:

SENT (waiting): 18 quotes, $32,400 potential
VIEWED (hot): 8 quotes, $18,200 potential
ACCEPTED (ready): 5 quotes, $11,750 - CONVERT NOW!
CONVERTED: 23 quotes, $53,820 actual

Action items:

• Follow up on SENT quotes (see Follow Up)
• Convert all ACCEPTED quotes immediately
• Schedule converted jobs

Undoing a Conversion

Made a mistake?

Within 24 hours:

1. Open the job
2. Click Delete Job (if not started)
3. Confirm deletion
4. Quote status reverts to ACCEPTED
5. Can convert again correctly

After 24 hours or job started:

• Cannot undo conversion
• Instead: Cancel job (with reason)
• Quote remains CONVERTED
• Create new quote if needed

Mobile Conversion

From mobile app:

1. Tap Quotes → Accepted
2. Tap quote to open
3. Tap Convert to Job button
4. Review line items
5. Tap Schedule Now or Schedule Later
6. If scheduling now:
   • Pick technician (yourself or teammate)
   • Choose date/time
   • Tap Create Job
7. Success message: "Job created!"

Fastest on mobile:

• Use quick convert (⚡ icon)
• Schedule yourself immediately
• Start work right away

A:

• Technically yes (if you have permission)
• Better: Mark as ACCEPTED first
• Documents customer approval
• Protects you legally

Q: What if customer changes mind after converting?
A:

• Cancel the job (before work starts)
• Quote reverts to ACCEPTED
• Can modify quote and reconvert
• Or mark quote as DECLINED

Q: Can I convert one quote to multiple jobs?
A:

• Not directly
• Instead: Duplicate quote for each job
• Or create separate jobs manually
• Link all jobs to original quote in notes

Q: Do I have to schedule when converting?
A:

• No - scheduling is optional
• Can convert and schedule later
• Useful when waiting on parts or coordination

Best Practices Summary

✅ DO:

• Convert immediately after acceptance
• Review all line items before converting
• Add job notes (quote number, special requests)
• Schedule promptly (within 24 hours)
• Notify customer of scheduled date
• Track conversion rate over time

❌ DON'T:

• Forget to convert accepted quotes
• Skip scheduling for urgent jobs
• Forget to adjust items if customer changed mind
• Lose track of deposit payment
• Convert quotes without customer approval

Related Tasks

• Create Quote - Before converting
• Follow Up on Quotes - Get more acceptances
• Book Appointment - Schedule the job
• Assign Technician - After converting

Need More Help?

• Video: Watch: Quote to Job Workflow
• Role Guide: Owner's Guide
• Contact Support: [email protected]