Accepting a Quote

Once a quote has been approved by your client, you need to accept it to tell WorkflowMax that the job can be started.

Once a quote has been accepted, it automatically becomes a job.

Any issued quote can be accepted. However, you may have already had verbal acceptance of a draft quote, so you can save time by issuing and accepting the draft quote you are currently working on.

To accept a quote:

  1. Do one of the following:
  2. If the quote contains one or more options, the Accept Quote screen is displayed.
    1. Select the options that have been accepted by the client.
    2. Save your changes.
  3. On the Edit <job> screen, complete the job and schedule information fields, as required.
    FieldDescription
    Job Information
    Client

    The client that this job is for. You should not need to change this.

    Contact

    The name of the client's contact person. Select the contact from the drop-down list or add a new contact, if required.

    Name

    The name to use for this job. You should not need to change this.

    Client Order No.

    A client order number for this job, supplied to you by the client. Alternatively, this can be a reference number created by you.

    If your WorkflowMax account is connected to Xero, the value of the Client Order No. field will populate the invoice's Reference field in Xero.

    Description

    A detailed description of the job.

    Budget

    A simple estimate or budget for the job. If you need a detailed budget for the work, we recommend that you create a quote or estimate from the Financial tab of the Job.

    State

    The job stateJob states usually match the stages in your company's job workflow, such as Planned, In Progress or Completed. By adding notifications to each job state, you can communicate to key people how a job is progressing - and when it's time for them to take action. normally matches the high-level stages in your company's job workflow, such as Planned, In Progress or Completed.

    As work progresses, a change of job state can trigger a notification that is sent out to staff involved with the job - useful for keeping everyone informed of progress.

    You can use, change or re-order the default job states, or create new ones to reflect the job flow in your business, if you wish.

    Category

    A job categoryJob categories are primarily a way to group various types of jobs (or tracking categories in Xero) together for reporting and viewing purposes. Whenever a job is invoiced, the information specified in the category, such as Xero Tracking Category, Income Account and Cost of Sale Account, is brought across in the invoices that flow through to your accounting system. for this job, if applicable. Job Categories allow you to group different types of jobs together, for more detailed reporting. If you wish to use job categories, you must create them beforehand.

    Using Job Categories also allows for the automatic pre-coding of sales and purchase invoice information to Job Category-specific General Ledger Income and Cost of Sale accounts in your Xero account.

    Schedule Information
    Start Date

    The planned start date for the job – today, by default. Update this manually or use the Job schedule management feature.

    You can also set independent Start and Due dates for tasks as well, but these cannot fall outside the Start and Due dates for the job itself.

    Due Date

    The planned completion date for the job – today, by default. Update this manually or use the Job schedule management feature.

    You can also set independent Start and Due dates for tasks as well, but these cannot fall outside the Start and Due dates for the job itself.

    Priority

    The priority level for this job, if applicable. The priority can be Normal (the default), Low, High or Immediate. The last three priority levels have a special icon that appears before the job number in the Job Manager screen. You can click on the exclamation icon Icon to sort jobs by priority in the title bar on the Job Manager screen to sort jobs by priority level. For further details, see Conventions and symbols.

    Account Manager

    The staff member who is responsible for the client’s account for this job (may be the same or different from the job Manager). Select the staff member from the drop-down list, if required.

    Manager

    The name of the manager responsible for job (may be the same or different from the Account Manager). Select the staff member from the drop-down list, if required.

    Staff

    Staff allocated to this job. Select one or more staff from the list of available staff.

    Only those staff selected here can be allocated to, and write time sheets to, tasks on the job.

    It is critical that staff are set up with the correct Staff Base rates and Staff Billable rates and appropriate staff security privileges.

  4. Save your changes.
    • The job information screen is displayed.
    • The quote is moved to the Quote Manager archive.
    • If the quote is based on a lead, the lead is moved to the Lead Manager Archive tab, and its State changed to Won.

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