Deposit taken, not converted: the payments to check
The daily list on the dashboard of quotes where a payment has been taken but the quote has not yet been converted to a job, and what to do with each one.
Screens may differ slightly from what you see.
What it is for
Money can come in on a quote before the quote is converted to a job. That is normal for a deposit. But a payment on a quote that is not yet a job is easy to miss, so the job never starts and the customer is left waiting.
The Deposit taken, not converted card on the dashboard lists those quotes every day, so a manager can convert them or chase them.
Who can use it
- The card: shown on the dashboard to people with the convert right, quotes.approve. Without it, the card is not shown at all.
- Warehouse and installation logins: the dashboard money cards are not shown to them.
- Converting a quote: the same right, through Convert to job on the quote. See Work with a quote.
How to use it
Read the card
- Open the Dashboard.
- Scroll to Deposit taken, not converted. The number beside the title is the number of quotes on the list.
- Each row shows the quote reference, the customer's name, the quote's status and the amount paid so far, for example paid £500.00. The owner's name is shown on the right.
If there are none, the card says None - every quote with a payment is converted.
Deal with each one
- Click the quote reference. The quote opens.
- Check the payment on the quote's Payments section, so you know what was paid and when.
- Check the customer, the job and the fitting estimate are right.
- If the job should go ahead, click Convert to job. The quote then becomes a job, and the card drops the quote from its list.
- If the job should not go ahead, do not convert it. Ask the owner of the quote what is happening, and record the outcome on the quote.
Chase a payment that should not be there
If a payment was recorded against the wrong quote, do not convert the quote to fix it. Move or correct the payment first. See See what a quote has been paid.
Tips
- Check the list at the start of the day. A deposit that sits here for a week is a job that has not started.
- Convert the quote when the job is ready, not before. Converting moves the quote and the job forward together.
- If you see a quote that belongs to someone who has left, ask a manager to change the owner.
Things to know
- The list covers quotes for everyone in the brand you can see. It does not cover quotes that have already been converted, revised or cancelled.
- A job that already has a converted quote does not appear here, even if another quote for it has a payment.
- The card shows the amounts as paid to date. It does not show what is still owed. Use the quote for that.
Related articles
Common questions
Why does a quote with a deposit need checking?
Money can come in on a quote before it becomes a job, which is normal for a deposit. But it is easy to miss, so the job never starts and the customer is left waiting.
Who sees the Deposit taken, not converted card?
People with the right to convert a quote to a job, quotes.approve, which is managers, directors and owners by default. The card is hidden for everyone else, and for warehouse and installation logins.
What should I do if a payment is on the wrong quote?
Do not convert the quote to fix it. Move or correct the payment first. The article points to the page on seeing what a quote has been paid for the steps.