Converting Quotes to Bookings

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One-Click Quote-to-Booking Conversion

OctopusPro lets you turn an approved quote into a live booking in under 60 seconds—no re-typing, no data loss, and no customer drop-off.

Why instant quote-to-booking matters

  • Faster revenue capture – service firms that convert quotes within minutes see a measurable rise in acceptance and payment velocity.
  • Zero double-entry – all line items, taxes and discounts map straight from the quote, preventing data errors.
  • Customer self-service – portals that let clients “Click to book” improve satisfaction scores and reduce calls by up to 40 %.
  • Audit integrity – every quote, booking and follow-on invoice share a single discussion thread, attachments and change history.

Example: A landscaping firm emails a $4 800 garden-makeover quote. The client clicks Accept & Book, chooses next Friday 9 am, and the slot appears immediately on the crew calendar—no phone tag, no spreadsheet copy-paste.

Who can convert the quote?

Role Conversion method Typical scenario
Office admin Web dashboard Phone approval; admin converts on behalf of client
Customer Self-service portal / branded app
(permission required)		 Client accepts after-hours; chooses time window
Field sales rep Browser or mobile app
(permission required)		 On-site upsell; rep converts quote on tablet

🔐 Permission-based: Only users with Convert Quote privilege see the button.

Step-by-step (web)

  1. Locate quote
    Quotes › All Quotes → filter Approved → click quote #.
  2. Actions › Convert to Booking.
  3. Booking form auto-opens with pre-filled customer, address, line items, price and any quote discussion.
  4. Add schedule – choose date, time, fieldworker.
  5. Save – OctopusPro sends booking confirmation + calendar invites.
  6. (Optional) Send PDF – pre-generated booking confirmation email pops up; click Send.

All discussion comments, photos and PDFs follow the booking, so fieldworkers arrive fully briefed.

Customer-portal conversion

  • Link inside the quote email says Accept & Book.
  • Customer lands on the portal, picks an available time slot, and clicks Confirm.
  • OctopusPro writes the booking, updates the quote status to Converted, and fires push/SMS/email alerts to staff.

Benefits at a glance

Benefit Booking flow
20 % quicker approval cycle Instant conversion removes “call me back” lag.
Eliminates re-key errors Quote data re-used, not re-typed.
Higher win-rate Clients commit while excitement is high.
Better CX Self-service plus immediate confirmation.
Straight-through billing Booking feeds invoice with one click later.

Real-world use-cases

  1. HVAC quote onsite → booking Friday – technician blocks return visit before leaving premises.
  2. Cleaning company quarterly contract renewal – office converts accepted quote into 12 recurring bookings instantly.
  3. Pool-service upsell – client adds heater; rep edits quote on tablet and converts before walking out the gate.

Each scenario keeps discussions, signed PDFs and images attached, satisfying warranty and compliance checks.

Frequently-asked questions

Q A
Can I edit the quote after conversion? The original quote locks; update the booking and add a variation quote if scope changes.
Does the client get two emails? They receive a booking confirmation; you may CC the original quote PDF.
What about deposits? If the quote required a deposit, the online checkout appears immediately after booking creation.
Can fieldworkers trigger conversion? Yes—enable the permission for trusted reps; ideal for on-site upsells.
Does converting a quote to a booking automatically generate an invoice? No—simply converting a quote spins up the booking, but OctopusPro takes care of billing at the right moments:

  • Automatic invoicing
    • As soon as you mark a booking In Progress, Completed, Cancelled (when cancellation or call-out fees apply), or Failed, the system instantly issues the appropriate invoice.
    • When you request a deposit (via the “Request Deposit” button) or a customer clicks the built-in deposit payment link, OctopusPro also auto-generates that invoice.
  • Manual invoicing
    • If you need to bill earlier—say, to send a mid-job progress invoice or an advance deposit reminder—open Bookings (or the original Quote) → Actions → Generate Invoice. Review or tweak line items, then hit Save to issue immediately.

This gives you zero-click final invoicing on status change plus the flexibility to send interim invoices or deposit requests exactly when you choose—ensuring accurate, timely billing without extra data entry.

Take-action checklist

  1. Enable customer self-service conversion under Settings › Customer Portal › Flags & Permissions.
  2. Train staff to use Actions › Convert to Booking the moment a client approves.
  3. Add a “Fast-Track to Booking” CTA in your quote email template.
  4. Monitor conversion rate via Reports › Quote Conversion KPI.

Implementing one-click quote-to-booking closes the gap between “maybe” and “money”, driving faster revenue, higher customer satisfaction and cleaner back-office data.

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