From Quote Approved to Job Created, Automatically
Turn a quote acceptance email into a fully created job, automatically, with no manual entry and no delay.
The moment a customer says 'yes' is the most important moment in your sales process. But in most businesses, that 'yes' sits in an inbox waiting for someone to read it, look up the contact, find the opportunity, create the job and set everything up correctly. This workflow makes that gap disappear. From the moment the acceptance email arrives, everything that needs to happen, happens.
The Automation
When a customer accepts a quote by email, the job site address, postcode and reference number are read from the email and any attachments. The contact is matched in the system, the Sales Opportunity is found and updated to 'Quote Accepted', and a job is created in your job management system automatically.
The job is created complete:
- Description
- Timing
- Financial line
- Parts-required flag
... are all set from the start. Nothing is left for someone to fill in later.
How It Works
Set this up inside the Build Concierge Workflow Builder in a single session. Each step below explains what happens automatically and how it is configured. Once you've set it up once it will run automatically every time a quote has been accepted.
Step 1: Trigger on quote acceptance
Set an incoming email trigger pointing at the mailbox that receives quote acceptances. The workflow starts the moment that email lands.
Step 2: Extract the address and reference
Add AI Prompt actions to read the email body and any attachments, pulling the job site address, postcode and quote reference number automatically.
Step 3: Match the contact
Add a Search Contact action to find the existing contact in your job management system by name, email or phone.
Step 4: Search for the Quote
Add an 'External action' to retrieve the quote linked to that contact and mark it as accepted
Step 5: Determine the job type
Add an AI Prompt action to confirm the correct job type based on the details pulled from the email.
Step 6: Create the job
Add a Create Job action and map the description, timing and job type from the previous steps. The job record exists in your job management system from this point.
Step 7: Add the financial line
Add an 'Add Financial Line' action to attach the correct financial details to the newly created job automatically.
Step 8: Set the parts flag
Add an 'AI Prompt action' to check whether parts are required, then use a 'Conditional Branch' to route the workflow and flag the job accordingly.
Step 9: Send confirmation
Add a 'Send Email action' on the success path to confirm the job has been created, with key details included for whoever needs to pick it up next.
Need help setting this up? Our team can walk you through it.
The Result
A job in your job management system within seconds of a customer saying yes.
No manual entry, no missed acceptances and the right flags set from the start.
The team can pick up the job immediately because everything is already in place.
What It Stops
- Quote acceptances sitting in an inbox waiting to be read
- Someone manually looking up the contact, finding the opportunity and creating the job
- Mistakes and delays at every step of that manual process
- Jobs starting late because the paperwork never caught up
Who It's For
This workflow suits any service business that wins work through a quoting process and currently relies on someone to manually turn an acceptance into a job.
It works especially well for businesses with high quote volumes, where a delay between acceptance and job creation creates operational bottlenecks or customer experience problems.
The Benefits
- Instant job creation: The job exists in your job management system within seconds of acceptance.
- No manual entry: Address, contact, opportunity and job details are all set automatically.
- Right flags from the start: Financial lines and parts requirements are added at creation, not chased later.
- Errors caught immediately: If a contact cannot be matched, an alert fires before the workflow continues.
- Nothing missed: Every quote acceptance triggers the same process, every time.
- Faster job starts: The team picks up a complete job record, not a blank one to fill in.
See how Build Concierge can turn every quote acceptance into a job without anyone lifting a finger.
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