From accepted quote to confirmed booking

Two ways a quote becomes a booking

When the client accepts the quote online, 4fleet creates the booking as confirmed and marks the enquiry Won. Nothing is left for you to convert.

When the client says yes by phone or in an email, you convert it yourself. On the enquiry, select Create booking. In Convert Enquiry to Booking, choose the Quote version the client agreed to, because the booking takes its price and its jobs from that version. Set the Payment Status, and fill in the Passenger if the person traveling is not the client. Then select Create Booking. The enquiry is marked Won at the same time.

Check before you convert

Conversion keeps each job's date, time and flight as they are on the enquiry. Correct them there first with Edit job; it is quicker than editing every job on the booking afterwards.

A quote that has expired cannot be converted, and Create booking shows Expired. Revive the quote or recalculate it first. If you pick a vehicle with fewer seats than passengers, Vehicle too small stops the conversion; an Owner or Admin can keep the vehicle by giving a reason. A credit limit warning after saving is only a warning about the client's account. The booking exists, and it is your call whether to ask for payment before the job.

Bookings that never had an enquiry

For a regular client who rings to book, use New booking on the Bookings page instead of creating an enquiry first. A booking entered this way starts as pending. If you would rather it start as confirmed, turn on Auto-confirm bookings in Settings > Operations > Workflow. Bookings from an accepted quote or a converted enquiry are always confirmed, whatever that setting says.

Tell the client it is confirmed

Creating a booking does not always email the client. Open the booking's Communications tab and use Send confirmation, which sends the standard email with every job, the driver details and the payment link. A pending booking moves to confirmed when that email goes out. If you want different wording, Generate AI draft writes a draft for you to edit; nothing goes out until you select Send to client.