Converting Quotes to Jobs

When a client approves a quote, you can convert it into a job ready for scheduling.

Automatic Conversion

YardPilot can automatically create a job when a quote is approved:

1. Go to Settings → Quotes
2. Enable Auto-convert approved quotes
3. Choose default job settings

With auto-conversion enabled:

• Client approves quote
• Job is created instantly
• You receive a notification
• Job is ready for scheduling

Manual Conversion

To convert a quote manually:

1. Open the approved quote
2. Click Convert to Job
3. Review job details
4. Click Create Job

What Gets Copied

When converting, the following transfers to the job:

From Quote	To Job
Client	Client
Property	Property
Line items	Job line items
Quote notes	Job description
Total	Job value

What You'll Add

After conversion, you'll typically add:

• Scheduled visit date(s)
• Assigned crew member(s)
• Job-specific instructions
• Equipment needed

One-Time vs Recurring

One-Time Job

For a single service:

1. Convert the quote
2. Schedule one visit
3. Complete the work
4. Invoice the client

Recurring Job

For ongoing services (e.g., weekly lawn care):

1. Convert the quote
2. Set up a recurring schedule
3. Visits are created automatically
4. Invoice based on your billing preference

Recurring Setup

When setting up recurring jobs, you can choose:

• Frequency: Weekly, fortnightly, monthly, etc.
• Duration: Ongoing, fixed number of visits, or end date
• Billing: Per visit, monthly, or on completion

Partial Conversion

Sometimes you only want to convert part of a quote:

1. Open the approved quote
2. Click Convert to Job
3. Uncheck line items you don't want included
4. Create the job with selected items only

The original quote remains as a record of what was quoted.

What Happens to the Quote?

After conversion:

• Quote status changes to Converted
• Quote is linked to the new job
• You can view the original quote from the job
• Quote cannot be edited (it's a historical record)

Conversion Settings

Configure defaults in Settings → Jobs:

Default Job Type

What type of job is created (one-time, recurring, etc.)

Default Priority

Normal, high, or low priority

Default Instructions

Standard notes added to every job

After Conversion

Once converted, you'll want to:

1. Schedule visits for the work
2. Assign crew members to the job
3. Add any specific instructions
4. Notify the client of scheduled dates (optional)

Troubleshooting

Can't convert quote

Quote not approved: Only approved quotes can be converted. Check the status.

Already converted: A quote can only be converted once. The job may already exist.

Job missing line items

Check that all line items were selected during conversion. You can add items to the job manually if needed.

Need to change job details

Jobs can be edited after creation. Go to the job and click Edit to make changes.

Next Steps

• Scheduling Visits
• Assigning Crews