Use this workflow when the same job is still live but the commercial detail needs work

This workflow is usually owned by the estimator, business owner or senior admin team member who controls quote accuracy. It starts from an existing quote record that still belongs to the same property, the same customer and the same overall job, but needs a measured change before the quote can be trusted again.

Typical examples include a corrected run length after a site revisit, a different gate arrangement, added manual items, a neighbour request that affects the dividing fence conversation, or a customer who wants a revised offer before they accept.

At this stage, open the quote only after checking three things:

• the lead and site details still describe the same fencing job
• the quote has not already been converted into a project for live delivery work
• the change belongs inside the current commercial record instead of becoming a separate option or separate job

That distinction matters because Fencify keeps both revision history and proposal activity on the quote. When the job is still the same job, staying inside the existing quote keeps the audit trail strong. When the work has drifted into a genuinely separate commercial offer, a fresh quote is usually cleaner for both the office and the customer.

Decide the change path before touching totals

Before you edit runs or items, decide what sort of change you are making. Small scope corrections, pricing updates and measured quantity changes fit naturally into the revision path. The office can then compare before and after states and keep one clear commercial story.

Where the customer is choosing between materially different fence concepts, two different boundary approaches, or separate pricing scenarios that should stand on their own, it is often cleaner to preserve the current quote and prepare a separate option rather than repeatedly reshaping one record until it loses its meaning.

Accepted quotes need even more care. Quote Builder displays a contract warning when you open an accepted quote and explains that further changes invalidate the accepted signature and push the commercial process back through draft and resend. In practical terms, once a customer has agreed, every post-acceptance change should be deliberate, documented and ready to be sent back out for approval if required.

Rebuild the scope in Quote Builder and let the revision trail do its job

Quote Builder is the working area for run structure and quote items. It is designed to keep a running revision trail when the commercial record changes. Importing runs from Visual Builder, adding a run, updating a run, deleting a run, adding a manual item, updating an item and deleting an item each create revision entries on the quote when the action succeeds.

A practical revision pass usually follows this order:

1. Open the quote and review the current total, status and customer context before changing anything.
2. Go into Quote Builder and adjust the run structure first, because net lengths, attached gates and generated materials depend on that layout.
3. Rebuild or review any generated line items after the run change so the bill of materials reflects the current fence shape.
4. Adjust manual items only after the physical scope is settled, especially when labour allowances, disposal, access equipment or hardware extras need pricing.
5. Review the recalculated total, GST and deposit impact before leaving the builder.

This order works well for fencing jobs because most downstream price movement starts with metres, gates, model selections or access-driven extras. If you change manual items first and runs later, you often end up checking the quote twice.

Where a quote has already been sent or viewed, treat the revised total as a customer-facing change, not just an internal tidy-up. If the customer has seen the earlier number, the office should be prepared to resend the proposal so the public record, PDF and internal audit all line up again.

Use the advanced quote panel to check what changed and what was previously offered

The quote page keeps advanced commercial detail behind the audit panel so the main quote stays practical for day-to-day use. When a revision matters, open that advanced area and read it before you speak to the customer or move the quote forward.

There are two main record types to use here. Commercial snapshots preserve the financial state when the quote was sent and when it was accepted. Revision history preserves the internal change trail from Quote Builder actions.

The snapshot cards help you answer questions such as:

• what subtotal, GST and total were on the sent proposal
• what deposit percentage and deposit amount were on offer at send time
• whether the accepted commercial position matched the sent offer or reflects a later state

The revision comparison tool helps you answer a different set of questions:

• which two revisions should be compared
• whether the quote status changed between those points
• how the total, GST and deposit percentage moved
• how many line items were added, removed or changed

That makes the panel especially useful when a customer says they were expecting an earlier number, when the office needs to explain a price movement, or when an accepted quote was reopened for a controlled change. You are not relying on memory. You are reading the commercial trail Fencify already kept for you.

Update neighbour details before you generate documents or send neighbour communication

Neighbour details sit directly on the quote and support both split billing context and dividing fence communication. The quote page stores the neighbour name, address, email and phone so that information stays attached to the exact quote it belongs to.

Use the neighbour area when the job needs a clearer dividing fence record, when the office expects a shared contribution conversation, or when you need to prepare a formal notice or mediation-style email. Good neighbour data helps the job stay auditable because the office can see exactly which contact details were used for the associated communication.

Before saving neighbour details, check:

• the neighbour name matches the person or owner you actually expect to contact
• the neighbour address reflects the adjoining property you are referring to
• the email address is current before any mediation information is sent
• the phone number is useful for follow-up if the office needs to speak directly

Once that information is saved, the quote can support two different follow-on actions. The office can send mediation information to the neighbour email when that contact path is appropriate, and it can generate the Notice to Fence document with the neighbour details already in place.

Generate the Notice to Fence from the live quote, then review it as a business document

The Notice to Fence action pulls from the live quote rather than from a separate disconnected document screen. That matters because the notice reflects the current customer, neighbour and proposed works information already attached to the quote.

When your account has an enabled Notice to Fence template, Fencify renders that template and stores the generated document against the quote. Where the template path is not being used, Fencify falls back to the built-in PDF view. In the default notice layout, the document shows the neighbour and owner details, the proposed fence runs, the estimated total cost of works and a proposed fifty-fifty share of that quoted value.

A disciplined notice process usually looks like this:

1. save the latest neighbour details on the quote
2. review the current run breakdown and total so the proposed works read correctly
3. generate the notice from the quote record
4. read the rendered document before sending, printing or relying on it
5. confirm the wording, dates, parties and service approach against your own process before the document leaves the office

Because dividing fence requirements vary by state and territory, use Fencify to prepare and organise the notice, then review the document content, timing and delivery method against your business process and local obligations before you issue it. The same principle applies to mediation-style neighbour communication. Fencify helps you manage the record cleanly; your business still decides when the document is ready to use.

Know what records move when the quote is revised, resent or accepted

This workflow affects several records around the quote, and understanding that chain helps the handoff stay clean.

Before the quote is sent again or marked accepted, confirm that these records tell one consistent story. If the sent snapshot reflects an earlier version, the customer should receive the updated proposal. If the quote is already accepted and then changed, the office should treat the revised commercial state as a fresh approval point rather than assuming the old acceptance still covers the new position.

Practical fencing example and the next handoff

Picture a suburban boundary replacement where the first quote allowed for one standard gate and straightforward access. After the site measure is revisited, the estimator realises the rear section runs longer than first recorded and the customer now wants a wider gate on the side return. The quote remains the same job, so the office keeps the existing quote record open, updates the run lengths, adjusts the gate setup and reviews the recalculated total in Quote Builder.

The customer had already seen the earlier proposal, so the estimator checks the advanced quote panel to understand the previous sent snapshot before resending anything. At the same time, the adjoining owner now needs to be contacted, so the admin team updates the neighbour details, generates the Notice to Fence from the live quote, reads the rendered document carefully and prepares the chosen delivery method. Because the document uses the current proposed works and total, the notice now reflects the revised commercial position rather than the outdated one.

Before handing this quote back into the send or acceptance stage, run a final review:

• the current run layout matches the actual site and gate intent
• manual items and totals reflect the revised scope
• the office understands which snapshot was previously sent
• the revised proposal is ready to be reissued if the customer saw an earlier version
• neighbour details are complete enough for the intended communication path
• the notice document has been reviewed before issue
• accepted quotes are only changed with a deliberate plan for the next approval step

Once that checklist is complete, the quote can move back into the proposal workflow with confidence. The commercial record is current, the neighbour record is useful, and the next conversation with the customer or adjoining owner starts from one clear version of the job.