Sales - Converting an Accepted Quote into a Live Job

Send a written confirmation the same business day. If acceptance was verbal: 'Confirming your acceptance of Quote [ref]. Please reply to confirm.' A verbal acceptance without a written record has no reliable legal standing for deposit invoicing or PO placement.

Update the quote to accepted status and create the linked job record. Capture: billing contact name and email, customer PO number if required, confirmed start or delivery date, and any site access or scheduling requirements.

Issue the deposit invoice immediately on the same day as written confirmation. Typical structures: 20-30% for construction, AV, and electrical projects; 50% for promotional merchandise. Work should not start and POs should not be placed until the deposit is received.

Issue the order confirmation: order reference, itemized specification from the accepted quote, price and payment schedule, start or delivery date, deposit deduction note, and out-of-scope statement. This document becomes the baseline for any future variation order.

Raise supplier POs within one working day for any item with a 4-week or longer lead time. Construction materials, promotional merchandise blanks, office furniture, and AV equipment should be on order before day two after acceptance.

Send written booking confirmations to sub-contractors and specialists referencing job number, PO number, confirmed dates, and scope. Allocate internal team members to the job record with start date and scope summary.

Set a Mentions reminder for the next invoice milestone - mid-project trigger, materials delivery, or completion. The payment schedule confirmed in the order confirmation drives this cadence. No milestone should pass without an invoice already sent.

The deposit invoice is never raised because the job starts informally - no one sent the invoice, and work begins before any payment is received or the customer is primed to pay.

Long-lead materials, products, or equipment are not ordered until the job start date, adding 4 to 12 weeks of avoidable delay that could have been eliminated at contract acceptance.

The billing contact and customer PO reference are not captured at acceptance, so the first invoice goes to the wrong person and the 30-day payment clock never starts.