Start with the accepted version of the job

This workflow usually sits with the owner, estimator, office admin, or operations manager who controls the handoff from quoting to delivery. The goal is simple: the accepted scope, value, payment structure and client details need to become the live project record that the rest of the business works from.

Before you record the win, open the quote you expect to deliver and review the commercial snapshot around it. In Fencify, the quote page can carry sent and accepted snapshot history, revision history and follow-up activity. That matters when a lead has been revised several times or when the customer has approved a version after a round of edits.

• Check the quote total and GST against the figure the client agreed to.
• Check the payment structure attached to the quote, especially the deposit amount and later stages.
• Check the customer name, site address, suburb, email and phone number.
• Check any linked visual plan, because that plan can follow the quote into the project record.
• Check whether the lead has more than one accepted quote. When it does, convert from the exact quote page you want to deliver.

Record acceptance through the same path the client actually used

Fencify supports two practical acceptance paths, and the right one depends on how the customer approved the job.

Public proposal acceptance

When the customer opens the proposal link, they can review the proposal, sign digitally and complete the acceptance panel. If a deposit is due now, the acceptance step can also carry the deposit method. Card, bank and cash are handled differently at this point, so it is worth paying attention to what happened rather than simply seeing that the quote became accepted.

Manual acceptance from the quote page

Use manual acceptance when the agreement came back by phone, email, paper signature, or an offline approval process handled by your office. In that path, your team marks the quote accepted on the quote detail page and then moves into conversion and finance review from inside Fencify.

Both paths move the quote into accepted status. The difference is that proposal acceptance can also carry the signature, trigger the project conversion inside the acceptance flow, and finalise the first deposit step where an upfront amount applies.

Know what Fencify updates as soon as acceptance is recorded

Acceptance touches several records at once. Fencify is preserving a commercial trail as well as changing the sales status.

1. The quote status moves from an open state such as draft, sent or viewed into accepted.
2. The accepted commercial snapshot is captured, preserving the accepted total, GST, deposit percentage, deposit amount and line-item context.
3. An accepted quote event is recorded in the quote conversion event history.
4. Scheduled quote follow-up activity is cancelled so the customer is no longer treated as an open quote chase.
5. Where the client accepted through the proposal, their signature is stored in the quote notes area as part of the acceptance trail.

From an operations point of view, this is the moment the job becomes stable enough to convert. From a bookkeeping point of view, it is the moment you want the accepted value and the first payment expectations locked to the right quote.

Convert the accepted quote from the right place

Once the quote is accepted, move straight into conversion. On the quote page, the workflow action changes after acceptance. If no project is linked yet, you can convert the quote into a project. If the quote already has a project, Fencify gives you the project view instead of inviting a duplicate conversion.

The lead record also has a conversion action, but the quote page is the safer place to work from when a lead has several quote records. That keeps the exact accepted commercial record tied to the delivery record.

1. Open the accepted quote and confirm the quote you are looking at is the one the client approved.
2. Use the conversion action from the quote workflow menu.
3. If Fencify reports that the quote is already linked, open the existing project rather than trying to create another one.
4. If you are coming from a public proposal acceptance, still open the project straight away so the handoff is completed by a human review.

During conversion, Fencify creates the project record, links the quote to that project, links any visual plan to the project, updates the lead to Won, and archives the lead out of the active sales pipeline. The project starts in in_progress status, which gives delivery a live record to work from immediately.

Review the project delivery record before the job reaches operations

The first project review is where most handoff mistakes are caught. The new project carries across the quote, lead and client context, including the customer details, site address, suburb, email, phone number, material type, site conditions and contract value. Fencify also builds a working project name from the lead details, usually combining the client and suburb.

Open the project and check these areas before anyone schedules crews or orders materials:

• The linked quote is the expected accepted quote.
• The contract value matches the accepted commercial total.
• The customer contact details are complete enough for delivery and invoicing.
• The site details still make sense for installer planning.
• The visual plan is linked if the quote used one.
• The project status is active for delivery, rather than sitting as an unreviewed conversion.

If you already know the install window, this is also the right time to set the install dates so Calendar and project planning can pick the job up properly.

Treat the deposit and first payment schedule carefully

The finance side of acceptance depends on how the customer approved the quote.

When the proposal included an upfront deposit

Proposal acceptance can finalise the deposit into the project finance path. Fencify ensures the project payment schedule exists, creates or links the deposit invoice, and records the payment outcome against the project.

• Card payment can land as a confirmed payment, update the invoice to paid, update the project paid amount and support the receipt flow.
• Bank transfer and cash acceptance can be lodged as pending client payments. The project and invoice records still exist, but the office should verify funds or collection before treating that money as cleared.
• If no upfront deposit is due, the project can still move forward and the payment schedule is built from the accepted contract value and payment structure.

When the quote was accepted manually

Manual acceptance is usually followed by a project review and then the first finance action from the project side. Open the project payment schedule and confirm the billing stages before issuing the first invoice or claim. Fencify uses schedule item states such as due, issued, pending and paid, so your team can see which stage is ready now and which ones stay later in the job.

Practical fencing example: a signed Colorbond boundary quote

Say your estimator sends a Colorbond boundary quote for a homeowner in Penrith. The quote includes the accepted fence runs, GST, and a deposit stage. The customer opens the proposal that evening, signs with their name and chooses bank transfer for the deposit.

Here is what a good office workflow looks like the next morning:

1. Open the quote and confirm it is accepted.
2. Review the accepted snapshot so the office knows the deposit amount and total that were locked in at acceptance.
3. Open the linked project that Fencify created from the proposal flow.
4. Check that the lead is now won and the active sales list is clean.
5. Review the payment schedule and the deposit invoice status.
6. Check the project payment history for the pending bank reference before anyone marks the deposit as cleared.
7. Set the install dates, attach early project files if needed, and hand the record to operations.

That sequence keeps the sales approval, project setup and first finance step connected. It also means the estimator, scheduler and bookkeeper are all working from one live project instead of a mix of emails, quote PDFs and memory.

Final handoff checklist before delivery starts

Before the job moves fully into delivery, run one last check across the converted record:

• The accepted quote is the one linked to the project.
• The customer and site details are complete.
• The contract value matches the accepted figure.
• The payment schedule reflects the agreed billing structure.
• Any deposit invoice or payment outcome is understood by the office.
• The lead has moved to won status and the project is the active operating record.
• Install dates, files, SWMS, BYDA records, procurement and job sheets are ready to become the next working focus.

Related quick guides that help at this stage include Mark a quote accepted, Convert an accepted quote to a project, Public client project portal, Project overview, Project payment schedule and Project payment audit.

The next full workflow after this one is usually Set up a won project for delivery, because that is where scheduling, files, documents, purchasing and operational readiness take over.