1. Which way a sale goes
An accepted quote becomes a workshop job, a sales order or an invoice. One setting decides which, and under "By quote type" the quote’s Type decides.
Where it is
Settings for this
- Settings → Modules & flow — When a quote is accepted
- Settings → Orders — Turn accepted quotes into orders
Who this is for: sales staff and service advisers, and the owner or admin who sets how sales flow.
This course is about the handovers: from the quote to the workshop, back to the customer when more work turns up, and from the finished job to the invoice. Running the job itself is the Workshop jobs course. Sending goods is the Orders course.
Where to find it
Settings → Modules & flow, under How you work. The section When a quote is accepted has three choices. Only an owner or admin can change it; everyone else sees it greyed out.
The three choices
| Choice | What an accepted quote becomes | Suits |
|---|---|---|
| By quote type (the default) | An Accessories & Build quote becomes a sales order. A Service & Repair quote becomes a workshop job, with a sales order behind it. | Most workshops that also sell parts |
| Sales order | Always a sales order. It holds the stock, takes the deposit, handles backorders and dispatch, then invoices. | Businesses that mostly sell and ship |
| Invoice | Straight to an invoice. Nothing is held; stock leaves when the invoice is dispatched. | Counter sales with no fitting |
Pick one and press Save.
If the Workshop module is switched off (on the same page), By quote type sends every accepted quote to a sales order. Sales order and Invoice work as usual.
The quote's Type
Every quote has a Type, on the right of the quote under Quote Settings:
- Service & Repair: we're fixing the customer's vehicle. Servicing, repairs, diagnosis.
- Accessories & Build: we're selling parts, and maybe fitting them. Accessories, builds, upgrades.
New quotes start as Accessories & Build. A quote made from a template takes the template's Type. Set it before you send the quote, because the moment the customer accepts, the quote moves on by itself (lesson 2). The Type only shows while the Workshop module is on.
What the quote's button says
Once a quote is accepted, its main button follows the setting: Create Workshop Job, Create Sales Order or Create Invoice. After that's done it reads View Workshop Job, View Sales Order or View Invoice. Other ways sit beside it, so a one-off can still go another way: Create Invoice (until there's a job), Create Sales Order when you normally invoice, and Create Workshop Job on a Service & Repair quote while Workshop is on.
Extra work quoted from a job (lesson 5) always goes back to that job: its button reads Add to the Workshop Job, whatever the setting.
Most of the time nobody presses it. With Turn accepted quotes into orders on (Settings → Orders), BuildTrack does it within a few minutes of the customer accepting (it waits about 3 minutes, then checks every couple of minutes). Quotes accepted before that was switched on are left for you. The full settings guide is Which way a sale goes.
One way per quote. Don't make an invoice from the quote and a job or sales order. The job and the order raise their own invoice, so the customer would be billed twice.
Where it ends
You know where an accepted quote will go. Lesson 2 follows a Service & Repair quote; lesson 3 an Accessories & Build one.
Lesson 1 of 7 in From sale to workshop job. Next: 2. Service & Repair: the quote becomes a job.