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Converting an Estimate Booking to a Revenue Booking

Jake MacDonald
  • Updated

This document outlines the process for converting an Estimate into a new Revenue Booking within the Zr Ware® system.

It's important to understand that converting an Estimate doesn't replace the original record. Instead, it creates a new Revenue Booking based on the information from the Estimate. The original Estimate will remain in the client's history.

Table of Contents

How to Convert an Estimate

The conversion process varies depending on the user's role and the platform they're using.

 

From the Mobile Tech App 

The technician has the option to convert an estimate before closing it.

  1. When closing the Estimate, locate and click the Convert Estimate button, which is next to the Close Estimate button.
  2. A scheduling window will open.
  3. Select a day, time, and route to place the new converted job on.

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From the Desktop View (For CSRs)

There are two scenarios for converting an estimate from the desktop interface:

If the Estimate is In Progress:

  1. Navigate to the client's page.
  2. In the Client History section, click the Actions dropdown menu for the estimate.
  3. Select Edit Estimate.
  4. Click Close Estimate, then click Convert Estimate.
  5. Choose a date, time, and route to finalize the booking.

If the Estimate is Closed: Once an estimate is closed, the direct "Convert Estimate" option is no longer available. However, you can create a new revenue booking based on the completed estimate. Please read the "How the "100% Upsell" Setting Affects Commissions" section below to understand how this will affect upsell.

  1. Navigate to the client's page.
  2. In the Client History section, click the Actions dropdown menu for the closed estimate.
  3. Select Create Booking.
  4. This will create a new revenue booking in the draft state, allowing you to make updates. Once the "Update" button is selected, this draft will turn into a real booking.
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From the Desktop View (For Dispatchers)

Dispatchers can also convert an estimate from the Schedule screen. This is only possible if the estimate is in progress.

  1. Go to the Schedule in Card View.
  2. Click the Actions dropdown for the job card.
  3. Select Close Out Booking.
  4. Click Close Estimate, then click Convert Estimate.
  5. Choose a date, time, and route.

Understanding Record Types and Upsell

 

To understand how commissions are calculated, it's essential to know the difference between the two record types that exist for every booking.

  • Original Record: This is the booking in its initial state of creation.
  • Work Record: This is the booking after it has been updated with changes or additions.

The system determines upsell and commissions by comparing the total amount on the Work Record to the total on the Original Record.

Editing Records:

  • To edit the Original Record, you must use the Edit/View Booking screens on the desktop. Some user permissions or specific product/service settings may also allow edits to the original record from the Mobile Tech App.
  • The Work Record is updated whenever changes are made to the invoice in the technician app or through the Edit Invoice and Close Out Booking screens on the desktop.

How the "100% Upsell" Setting Affects Commissions

 

If your company has the "100% Upsell for Commercial/Residential Estimates" setting checked, the system is designed to give the technician 100% commission for all services performed on a job converted from an estimate.

 

How It Works Internally

 

When this setting is active, the system handles the conversion in a specific way:

  1. The Original Record of the newly created booking will contain no products or services, resulting in a zero dollar value. Note: You will see the services on the Edit Booking screen but they will be locked.
  2. All the products and services from the estimate are automatically added to the Work Record (the final invoice).

Because the commission is calculated by subtracting the Original Record amount from the Work Record amount, the technician receives 100% of the revenue. This also means that on the booking screen for a converted estimate, there will be no products listed on the original booking that you can edit.

When the estimate is converted to a revenue job, the order of the line items will remain the same on the final invoice.

 

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