Sales - Converting an Accepted Quote to a Live Job

Verify you have a signed quote, written email confirmation, or a customer PO referencing your quote number and version before creating any records.

Confirm the accepted version is current and all pricing is still valid. Re-confirm with the customer if the validity period has passed or supplier costs have changed.

Open a job linked to the accepted quote. Assign a job owner, set the expected delivery or completion date, and link to the customer account.

Issue an order confirmation covering the full specification, agreed price, payment terms, delivery timeline, and any customer actions required before work begins.

Raise and send the deposit invoice on the same day as the order confirmation - not after work starts. Deposit terms should already be stated in the accepted quote.

Create a job-linked PO for every supplier and sub-contractor needed for delivery, specifying agreed price, quantity, and required delivery date. This locks pricing at commitment.

Set up works orders for any internal production tasks, site-based installation, or service visits, linked to the job with scope and scheduled dates.

Log key delivery dates and any stage payment trigger dates in the job record. Confirm the delivery owner has the job record, order confirmation, and all PO references.

Jobs start on verbal agreements, so costs accumulate before any record exists to track them against.

Supplier POs aren't raised at acceptance, meaning pricing isn't locked and any cost increase falls on the business.

The order confirmation is sent late or skipped, leaving no written spec baseline if the customer later disputes the price or scope.