Converting Quote to Rental
When a customer approves your quote, it's time to convert it to a confirmed rental. This locks in the booking, blocks equipment availability, and prepares the rental for dispatch and invoicing.
How Customers Approve Quotes
Customers can approve quotes two ways:
Online Approval
Customer receives quote email
Clicks the quote link
Reviews the details
Clicks "Accept Quote"
Quote automatically converts to Reserved
You receive a notification when quotes are accepted online.
Manual Conversion
If the customer approves verbally or via email:
Open the quote
Click "Convert to Rental"
Select the new status (Reserved or Active)
Click "Convert"
What Happens When Converted
Status Change
Quote status changes to Reserved (or Active)
Rental number may update depending on your settings
Availability
Equipment is now firmly blocked on the calendar
Cannot be double-booked for these dates
Dates Lock In
Start and end dates become the confirmed booking dates
Can still be edited, but customer should be notified of changes
💡
Tip: If converting manually, add a note recording how approval was received (e.g., "Approved via phone call with John, 15/3").
Choosing the Target Status
When converting, choose the appropriate status:
Status |
When to Use |
|---|---|
Reserved |
Future booking, equipment not yet dispatched |
Active |
Equipment going out immediately or already delivered |
Most conversions go to Reserved first, then to Active at dispatch.
Post-Conversion Actions
After converting, you'll typically want to:
Send confirmation email — Let customer know booking is confirmed
Generate contract — Create rental agreement for signing
Create invoice — Bill for the rental (or send deposit request)
Schedule delivery — Create logistics job if delivering
CloudRent Pro prompts you for these actions after conversion.
Conversion Prompts
When you convert, you may see prompts for:
Send Confirmation Email?
Yes — Customer receives booking confirmation
No — Skip email (you'll contact them separately)
Create Invoice?
Yes — Invoice generated immediately
No — Invoice later (at dispatch or return)
Schedule Delivery?
Yes — Opens delivery scheduling modal
No — Handle logistics separately
Handling Availability Conflicts
If equipment became unavailable since the quote was created:
Warning displayed showing the conflict
Options:
Change dates — Pick dates where equipment is available
Substitute equipment — Replace with similar available item
Override — Proceed anyway (creates overbooking)
Cancel — Don't convert, contact customer
⚠️
Warning: Overbooking creates real problems at dispatch. Only override if you have a plan to resolve the conflict before delivery.
Price Changes on Conversion
Prices are locked at quote creation. Conversion keeps the quoted prices unless you edit them.
If your rates have changed since quoting:
Quoted prices are honoured — Customer pays what was quoted
You can update manually — But should notify customer of changes
ℹ️
Note: Professional practice is to honour quoted prices. Price increases after quoting damage customer relationships.
Partial Quote Acceptance
If a customer wants only some items from the quote:
Open the quote
Edit to remove unwanted items
Then convert
Alternatively, convert the full quote and remove items from the rental afterward.
Tracking Conversion Rates
Monitor how many quotes convert to rentals:
Go to Reports
Select "Quote Conversion"
View conversion rates by period, customer, or equipment type
This helps identify where quotes are being lost and opportunities to improve.
Tips for Successful Conversions
🎯 Respond Quickly
When a customer accepts online, follow up immediately with next steps.
📝 Document Everything
Record how approval was received. This prevents disputes later.
💰 Collect Deposits
Consider requiring a deposit at conversion to secure the booking.
📂 Prepare Equipment
Confirm the specific equipment is ready. Don't wait until dispatch day.