Know what should be settled before you treat the quote as won

This stage suits owners, estimators, admin staff and operations managers who need a clean handoff from quoting into delivery. In Fencify, acceptance is more than a status change. It becomes the trigger for the accepted commercial record, the project conversion and the first finance steps that follow the sale.

Before you record acceptance, confirm the quote is genuinely ready to become live work:

• The customer details, site address and scope are correct on the quote.
• The latest commercial review is complete, especially if the quote was edited after it was first sent.
• The total, GST and payment structure reflect what the client has actually agreed to.
• The team knows whether the job is being approved through the public proposal or through an offline conversation that your office needs to record manually.

If the quote detail page shows sent snapshots, accepted snapshots or revision history, use those records to confirm you are locking in the right commercial version before you move the job forward.

Choose the right acceptance path for the way the client approved

Fencify supports two practical ways to record the sale.

The first path is public proposal acceptance. The customer opens the proposal link, reviews the scope, enters a digital signature and completes the acceptance panel. If the payment structure includes an upfront deposit, the same proposal flow can also capture the chosen deposit method.

The second path is manual acceptance from the quote record. Use that when approval happened by phone, signed email reply, in person, or any other business process where your team needs to register the win from inside the office.

What Fencify records when the quote becomes accepted

Whether the quote is accepted through the proposal page or marked accepted by your team, Fencify updates more than one thing behind the scenes. The quote moves into Accepted status, the accepted commercial snapshot is captured, and the accepted conversion event is recorded against that quote.

Fencify also closes the scheduled follow-up activity for the quote so the customer is no longer treated like an open sales prospect. That matters because once the quote is won, the next work belongs in the project workflow, not the quote chase cycle.

If the customer accepted through the proposal page, the signature is stored in the quote notes and the project conversion is triggered in the same acceptance flow. If your team marked the quote accepted manually, the quote is ready for conversion from the quote detail actions menu as the next deliberate step.

Handle deposits in the way the customer actually accepted

Deposit handling depends on the payment structure attached to the quote at acceptance time. Where an upfront deposit is part of the agreement, the proposal flow can carry that forward into the project finance records.

• Card acceptance can apply the deposit immediately and carry the amount into the new project payment record.
• Bank transfer and cash confirmation can be lodged from the proposal and then held for your team to confirm before they are treated as cleared money.
• Where the upfront stage is set to zero, the customer can complete acceptance from the signature step and the project can move forward without an immediate payment.

That means the office should always know which outcome occurred. A project created from a card-paid deposit has a different next action from a project created after a client selected bank transfer and your team still needs to verify receipt.

Convert the accepted quote so delivery starts from the right record

Once the quote is accepted, convert it to a project if the public proposal flow has not already done that for you. From the quote detail page, the action menu changes once the quote is accepted. If no project is linked yet, you can use Convert to Project. If the project already exists, the same area gives you a direct path into the live project record.

1. Open the accepted quote and confirm the status is accepted.
2. Check whether a project has already been created from the proposal acceptance flow.
3. If the quote is not yet linked to a project, run the conversion action from the quote page.
4. Open the resulting project immediately instead of leaving the handoff half-finished.

Fencify creates the project from the accepted quote and linked lead rather than asking your team to re-enter the job. That keeps the commercial record and operations record tied together from the start.

Understand what the new project record already contains

The converted project carries the details that operations needs first: the linked lead, the linked quote, the customer name, site address, suburb, email, phone number, material type, site conditions and the accepted contract value. If the quote had a linked visual plan, that plan is also tied to the new project.

The project itself starts in In Progress status. The lead is moved to Won and archived, which keeps the sales pipeline clean once the job has moved into delivery.

You should also expect the project name to be built from the customer and suburb information carried across from the lead. That usually gives the office a useful working label straight away, and it can be refined on the project record if your team wants a different internal naming style.

Run the first project checks before scheduling crews or sending finance

Opening the project is where the handoff becomes operational. Use the first review to confirm the details that commonly create downstream mistakes if they are missed at conversion time.

• Review the contract value against the accepted quote total.
• Check the linked customer email, phone number and site address.
• Review the linked quote details so the delivery team is working from the same commercial source record.
• Set or confirm the install start and end dates if the job has already been scheduled.
• Review the payment schedule and deposit stage so the finance team knows what is already paid, what is pending and what still needs to be issued.

For office teams, this is also the right moment to confirm whether a pending public bank or cash lodgement still needs verification. For supervisors, it is the moment to check that the site and scope information now sitting on the project is clear enough to plan the work safely and realistically.

Know what to do next once the project exists

After the conversion check is complete, the job should move into project setup rather than back into quote administration. The next focus is usually install dates, milestones, files and photos, SWMS and BYDA records where needed, purchase order planning, and the first invoice or claim stage that matches your payment structure.

Use the project record as the day-to-day operating home for the won job. The accepted quote remains the commercial source record, while the project becomes the place where delivery, procurement, finance and handover are managed.

Your next guide should be Start Here: Manage your first project from acceptance to handover. If you need narrower help before that, look for the quick guides on Mark a quote accepted, Convert an accepted quote to a project, Public proposal document visibility, Project overview, Project payment schedule and Project payment audit.