Transfer or Claim Ownership (Sales Rep) for Quotes, Bookings & Invoices

In OctopusPro, every quote, booking, and invoice has an assigned Sales Rep (Owner). By default, the owner is the admin/office user who created the record, but you can reassign ownership at any time while creating/editing the record or from the View/Manage page.

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1) How quotes, bookings, and invoices are linked

In OctopusPro, a quote, booking, and invoice represent the same underlying job at different stages of your workflow:

• When a quote is created, it gets a unique Quote Number.
• When a quote is converted to a booking, it also gets a unique Booking Number (and the Quote Number can still be used to reference the same job).
• When an invoice is generated, it gets a unique Invoice Number (and the Quote/Booking numbers can still be used to reference the same job page).
• A booking can have more than one invoice.

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2) What “Sales Rep / Owner” means (and why it matters)

The Sales Rep (Owner) is the primary admin/office user accountable for managing the job—follow-ups, customer communication, and internal ownership of outcomes. Ownership helps you run a clean operation by supporting:

• Accountability: One clear person responsible for progressing the quote/booking/invoice.
• Organisation: Keeps pipelines structured when multiple office users manage work.
• Reporting: Owner fields appear in many reports for performance tracking by user.
• Commissions: Supports commission attribution and sales-by-employee reporting.

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3) When you should transfer or claim ownership

Common scenarios include:

• Team changes / restructure: Reassign jobs when someone leaves, changes roles, or workloads shift.
• Operational handover: Assign the job to the admin user best placed to manage it (relationship, expertise, availability).
• Commission attribution: Ensure the correct sales rep receives credit for the conversion and revenue.

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4) How ownership works across quote → booking → invoice

• Change the owner on the quote → it updates the linked booking and associated invoice(s).
• Change the owner on the booking or invoice → it updates the owner across the linked job record as well.

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5) How to change the Sales Rep (Owner)

You can update ownership in two common places:

• During creation or editing (in the Details section).
  
• From the View/Manage page by clicking the Sales Rep field (usually in the top Details area) and selecting a new owner.

   

A) Quotes — claim or transfer ownership

1. Go to Quotes from the main menu.
2. Open the quote you want to reassign.
3. In Details, find Sales Rep, then select the new owner.
4. Alternatively, on the quote overview page, click Sales Rep (top Details area) and choose the new owner.

B) Bookings — transfer ownership

1. Go to Bookings from the main menu.
2. Open the booking you want to reassign.
3. In Details, click Sales Rep.
4. Select the admin/office user you want to assign as the new owner.

C) Invoices — transfer ownership

1. Go to Invoices (or open the invoice from the linked booking).
2. Open the invoice you want to reassign.
3. In Details, find Sales Rep and select the new owner.

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6) Notes & FAQs

Claim vs Transfer — what’s the difference?

• Transfer: Assign the job to another admin/office user.
• Claim: Assign the job to yourself (in some setups, this can require approval by the current owner).

Will changing the Sales Rep impact reporting/commissions?

Yes. Ownership is used for reporting and often for commission attribution, so make sure it’s accurate before running performance or sales reports.

What if I can’t edit the Sales Rep field?

This usually means your user role does not have permission to edit that record/field. Ask your account administrator to review your access level/permissions.

Does a booking always have one invoice?

No. A booking can have multiple invoices (for example, progress invoices, split billing, or group bookings). The job remains linked across quote/booking/invoice references.

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