Convert an enquiry to a quote

Overview

Once you have accepted a public enquiry, you can convert it straight into a quote without re-entering the client’s details. Convert to quote opens the standard Create Quote dialogue with the enquiry’s client name, email, phone, job address, and job description already filled in. From there the normal quote workflow takes over — add line items, materials, and labour, then send.

Who This Workflow Is For

This workflow applies to Admin, Business Owner, and Sole Trader.

Before You Start

The enquiry must be in Accepted status. If it is still New or Responded, open it, review the detail, and accept it first — see Review and action an enquiry. Have your services and pricing ready so you can build the quote in one pass.

Step-by-Step Process

1. In the left sidebar, select Enquiries.
2. Filter by status Accepted and locate the enquiry you want to convert.
3. Select Open to view the enquiry detail.
4. Select Convert to quote. The Create Quote dialogue opens, pre-populated with:
   • Client name, email, and phone
   • Job address
   • Job description
5. Review or adjust the pre-filled fields. If the client already exists in your Clients list, MyApprentice will offer to use the existing client record rather than create a duplicate — select the existing client when prompted.
6. Confirm the Issue date and Expiry date. Expiry defaults to the validity period set in Set quote validity and reminder defaults — change it on this quote if needed.
7. Add line items for the services being quoted. Add Materials and Labour as needed.
8. Review the customer-facing view to check the subtotal, GST, and total.
9. Save the quote:
   • Select Save as Draft if it needs further review.
   • Select Save & Send if it is ready for the client.

What Happens Next

Once the quote is sent, it is tracked from the Quotes page and runs through the standard quote workflow: Sent → Client Accepted → converted to a job (or Expired, if it ages out). The original enquiry remains in the Enquiries list at Accepted status for audit reference.

For the full quote-and-send flow, see Create and send a quote. Once the client accepts, see Create a job from an accepted quote.

Common Issues

• Cannot find Convert to quote. The button appears once the enquiry status is Accepted. If you have not accepted the enquiry yet, accept it first.
• Quote created with a duplicate client. If the client already existed in MyApprentice and you did not select the existing record, you may end up with a duplicate. Edit the new quote, switch to the existing client, then delete the duplicate client record.
• Description does not carry across. Confirm the original enquiry’s Description field was filled in by the client. If it was empty, the quote will not have that text and you can add it manually.
• Want to cancel the conversion. Close the Create Quote dialogue without saving. The original enquiry remains untouched at Accepted status.

Related Guides

• Review and action an enquiry
• Create and send a quote
• Set quote validity and reminder defaults
• Create a job from an accepted quote