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Convert a Quotation to Work Orders

Convert turns an accepted quotation into one work order per unit, ready for dispatch. The quotation moves to fulfilled and locks. Each new work order starts at unassigned so you can assign a technician next.

The customer must accept the quotation first — internal users can't flip the status manually. Acceptance happens through the public quotation link the customer received.

Before you start​

  • You have the work_orders.create permission. Without it, the Convert to Work Order(s) button doesn't appear.
  • The quotation status is accepted. The Status card on the right shows the green Accepted badge with Accepted on <date>.
  • The quotation has at least one unit. Quotations with zero units cannot be converted.
  • You know which work order type to pick: installation, repair, maintenance, service, or other. The same type applies to every work order created in this batch.

Steps​

  1. Open the quotation

    Select Quotations in the top navigation bar, then select the Edit action for the accepted quotation you want to convert.

  2. Start the conversion

    Select the green Convert to Work Order(s) button in the Status card on the right. (The same button is also in the Actions card below — either works.) The Convert to Work Orders page opens.

  3. Confirm the summary

    The Quotation Summary card shows the customer, the unit (or unit count), the item count, and the address. If anything is wrong, return to the quotation — but note that the quotation is locked. Wrong details mean you need to duplicate, edit, and re-accept.

  4. Pick the work order type

    Select one of the five type options in the Work Order Type card. The selected option highlights green. Installation is selected by default.

  5. Adjust the customer requests

    The Customer Requests textarea is pre-filled with the quotation's customer requests. Edit if anything has changed since the quotation was sent. This text is copied into every work order created.

  6. Distribute the items (multi-unit quotations with items only)

    The Item Distribution card shows a table — one row per item, one column per unit, plus a Remaining column. Enter how much of each item goes to each unit. The Remaining value must reach 0.00 for every row. While anything is non-zero, Remaining is red and the convert button is disabled. Once everything reconciles, Remaining turns green and the button enables.

  7. Convert

    Select the green Convert to N Work Order(s) button at the bottom. The button text shows the actual count, e.g. Convert to 3 Work Orders.

What happens next​

  • The quotation moves to fulfilled and is locked. The status history records "Converted to N work order(s)".
  • One Unit is created per quotation unit, owned by the same customer, with the quotation's address.
  • One work order is created per unit, starting at unassigned. Each work order:
    • Inherits the quotation's customer requests, plus any per-unit notes from the quotation appended as "Unit notes: <text>".
    • Has the work order type you picked in step 4.
    • Has its items distributed per step 6 (or the full quantities if the quotation has only one unit).
    • Carries the system default estimated duration from Settings → Defaults, typically 2 hours.
  • A Quotation #N has been fulfilled alert fires for users who watch the alert feed.
  • Redirect:
    • 1 work order created → straight to that work order's edit page, ready for technician assignment.
    • 2+ work orders → back to the (now fulfilled) quotation. Open each work order from the Work Orders list to assign technicians.

From here, the next step is to assign a technician to each work order.

Common situations​

SituationWhat to do
Quotation has one unit and no itemsSkip the distribution table — it doesn't appear. Just pick the type and convert.
Quotation has one unit and some itemsAll items go to that single work order automatically. No distribution table.
Quotation has multiple units, no itemsNo distribution table appears. One work order per unit, each with no items, all with the same type and customer requests.
Quotation has multiple units and itemsThe distribution table appears. Allocate every item across the units. Common pattern: refrigerant goes split equally, mounting brackets go fully to one unit, etc.
Customer ordered both an install and a maintenance visitYou can't pick two types in one batch. Convert as installation first. After the install is done, create the maintenance work order separately or let the system auto-create it from the unit's maintenance frequency.
You realized the quotation has the wrong unit on itStop. Don't convert. The quotation is locked — duplicate it, fix the units in the duplicate, send the duplicate to the customer, get the duplicate accepted, then convert the duplicate. Cancel the original.

Troubleshooting​

The Convert to Work Order(s) button isn't there.

The quotation isn't accepted yet, or you don't have the work_orders.create permission. Check the Status card on the right — if it doesn't show the green Accepted badge, the customer hasn't accepted via the public link. If status is accepted and you still don't see the button, ask an admin to grant the permission.

You get the error Only accepted quotations can be converted to work orders.

Two people opened the quotation and another user converted it. Reload — the Status card now shows Fulfilled. The work orders already exist in the Work Orders list.

You get the error Item "X" distribution total (Y) does not match quantity (Z).

A row in the distribution table doesn't add up. Tolerance is 0.001. The submit button should normally prevent this — if you got the error anyway, the page was edited in another tab. Reload the convert page and re-enter the distribution.

The Convert button stays greyed out and the Remaining column has red numbers.

You haven't distributed all of an item yet. Each row's Remaining must be 0.00 (turns green). Add the missing quantity to one of the unit columns.

You converted to one work order but expected three.

The quotation only had one unit. Conversion is always 1 unit → 1 work order. To get three work orders you'd need three units on the source quotation. Duplicate the quotation, add the missing units, get it re-accepted.