Understanding Approved Quotes
Once a quote reaches the "Approved" status in BuildOps, it becomes locked. This immutability ensures that the integrity of the approved terms is preserved. Consequently, no changes—such as adding or removing assets—can be made directly to the approved quote.
Steps for Modifying Approved Quotes
If you need to make changes to an approved quote, such as adding or updating assets or labor, here are the available options:
1. Clone or Create a New Version of the Quote
To make changes while retaining the original, you can create an editable version of the approved quote:
a. Clone the approved quote into a new draft.
Cloning a quote creates a new quote with a new quote number, using an existing quote as a starting point. The cloned quote begins as Version 1 in Draft status and is not connected to the original quote’s version history.
Key details from the original quote are carried over, including the customer and property, as well as the scope and pricing. This allows you to quickly create a new quote without re-entering the same information.
The activity log records that the quote was cloned, providing visibility into where it originated. Unlike creating a new version, which keeps the same quote number and adds additional versions, cloning creates a separate and independent quote that can be updated and tracked on its own.
Cloning a quote is commonly used when you want to reuse a previous quote as a template or create a similar quote for a different customer or property.
b. Alternatively, use the "Create Quote Version" option, which allows you to update details and maintain a version history.
Creating a new version of a quote keeps the same quote number but creates a separate version (Version 2, Version 3, and so on) under that quote.
The new version is a copy of the current Primary version, including the title, information, scope and pricing, and tasks.
The new version is set to Draft, allowing you to safely make changes without affecting earlier versions.
Only one version can be Primary at a time. The Primary version is the one shown in the quote list and is used when cloning the quote or creating another new version.
Older versions remain available for history and comparison, such as showing different pricing or scope options. These versions become read-only unless they are set as the Primary version again.
c. Make the necessary changes in the new draft, then re-approve it if required for further use.
2. Cancel and Edit the Original Quote
a. Dissociate the job attached to the approved quote. (Only if a job is associated already to an approved quote, if not proceed to step B)
Note: If a Quote has already been invoiced, you will need to void the invoice before you can remove the Quote from the Job.
b. Cancel the approved quote
c. Once it's cancelled, a new 'Re-open' button will appear when you click on the 3-dots on the upper right
d. Click Re-open to switch the Quote back to Draft
e. Make your modifications, including adding labor or other updates.
f. Re-approve
g. Re-associate the quote with the appropriate job if step A applies.
FAQ
Can I add an asset directly to an approved quote?
No. Any modifications to an approved quote require creating a new version through cloning or versioning options. Approved quotes are locked to preserve the integrity of their terms.
What happens to the original quote if I create a new version?
The original quote remains unchanged, while the new version allows edits. This preserves the history and ensures accountability. Once the newly created quote version has been approved, the reset of the versions will be mark as Discarded.
Can I add labor to an approved quote?
Yes, but only by creating a new version of the quote or by dissociating the associated job, canceling the quote, and editing it in draft status before re-approving.