Linking Quotes to Jobs

What is Quote-to-Job Linking?

Quote-to-job linking connects a quote to an existing job. This is useful when you send multiple quotes for the same project, or when a quote gets accepted after the job already exists.

Example scenarios:

• Customer wants additional work quoted (second quote for same job)
• You sent a revised quote with different options
• Job was created manually, now you're adding the accepted quote
• ServiceM8 job exists, now linking your Cooledge quote

Automatic vs Manual Linking

Automatic Linking (Most Common)

When a customer accepts a quote, a job is created automatically and the quote links to it. You don't do anything - it happens automatically.

How it works:

1. Send quote to customer
2. Customer clicks "Accept" on the quote
3. Job is created with that quote already linked
4. Done!

[IMAGE PLACEHOLDER: Quote acceptance flow showing automatic job creation]

Manual Linking

Sometimes you need to link a quote to an existing job manually:

When you'd do this:

• Sending a second quote for additional work on an existing job
• Customer requested options/variations (separate quotes)
• You created the job first, then quoted later
• Linking historical quotes to jobs

How to Link a Quote to an Existing Job

From the Job Detail Page

1. Open the job you want to link the quote to
2. Go to the "Quotes" tab
3. Click "Link Existing Quote" button
4. Search for the quote by:
   • Quote number
   • Customer name
   • Date created
5. Select the quote from results
6. Click "Link"
7. Quote now appears in the job's Quotes tab

[IMAGE PLACEHOLDER: Job detail page Quotes tab with "Link Existing Quote" button]

From the Quote Detail Page (Portal)

1. Open the quote you want to link
2. Click "Link to Job" button (top right actions)
3. Search for the job:
   • Job number
   • Customer name
   • Date range
4. Select the job from results
5. Click "Link"
6. Quote is now connected to that job

[IMAGE PLACEHOLDER: Quote detail page with "Link to Job" action]

What Happens When You Link

After linking a quote to a job:

• Quote appears in the job's Quotes tab
• Quote line items can be added to the job's invoice
• If the quote has a deposit, it's available for deduction on job invoices
• The job uses the customer details from the quote - if the customer address was different when quoted, the job keeps that information
• Everything stays organized in one place

Important: The customer details (name, address) from the quote are preserved on the job. This means if the customer's address has changed since you quoted them, the job will still show the address that was valid when you quoted them. This keeps records accurate.

The quote itself doesn't change - it just connects to the job.

Viewing Linked Quotes

From a Job

1. Open any job
2. Click the "Quotes" tab
3. All linked quotes show in a list:
   • Quote number
   • Amount
   • Status (Pending/Accepted/Declined)
   • Date sent
4. Click any quote to open its full details

[IMAGE PLACEHOLDER: Job Quotes tab showing multiple linked quotes]

From a Quote

When viewing a quote that's linked to a job:

• Job number shows at the top
• Click the job number to jump to the job
• You can see the job status and details

Unlinking Quotes

If you linked a quote by mistake, you can unlink it:

1. Open the job > Quotes tab
2. Find the quote you want to unlink
3. Click the "⋯" (more) menu next to the quote
4. Select "Unlink from Job"
5. Confirm

Important: Unlinking doesn't delete the quote - it just removes the connection. The quote still exists independently.

Multiple Quotes on One Job

You can link multiple quotes to a single job. This is common when:

Quoting options:

• Quote A: Budget option ($5,000)
• Quote B: Premium option ($7,500)
• Customer accepts one, declines the other
• Both quotes tracked on the same job

Additional work:

• Original quote for AC install
• Second quote for additional vents
• Third quote for smart thermostat upgrade
• All work is part of the same job

Revisions:

• Initial quote sent
• Customer negotiates
• Revised quote sent
• Both quotes kept for record-keeping

Each quote has its own status (Pending/Accepted/Declined) and they all show on the job.

Invoice Integration

When you create an invoice for a job with linked quotes:

If quote is accepted:

• Quote line items can be copied to the invoice
• Quote deposit is automatically deducted from invoice
• Invoice links back to the quote

If quote is pending/declined:

• Deposit doesn't apply (only accepted quotes)
• You can still reference the quote
• Invoice is independent of quote amounts

See Creating Invoices for more on job invoices.

Best Practices

Keep It Simple

Don't over-link quotes. Only link quotes that are genuinely part of the same project. If it's different work at a different time, it's probably a different job.

Naming/Numbering

When sending multiple quotes for one job, use clear descriptions:

• "Option A - Split System"
• "Option B - Ducted System"
• "Additional Work - Extras"

This helps the customer and your team understand what each quote is for.

Accepted vs Declined

When a customer accepts one quote and declines others, update the quote status. This keeps your job history clean and clear about what work was actually approved.

Common Questions

Can I link a quote to multiple jobs? No. Each quote can only link to one job. If you need the same quote on multiple jobs, you'll need to duplicate/recreate it.

What if I link the wrong quote? Just unlink it and link the correct one. No data is lost.

Can I link quotes after the job is completed? Yes! You can link quotes at any time - before, during, or after the job. Useful for record-keeping and history.

Does linking affect quote numbering? No. Quote numbers never change. The quote keeps its original number whether it's linked or not.

Next Steps

• Understanding Jobs - Learn how jobs work
• Creating Invoices - Bill for jobs with linked quotes
• Creating and Managing Jobs - Full job management guide