Turn an accepted enquiry into a booking

Goal

Create the booking for an enquiry the client has agreed to, so the job can be assigned, dispatched and invoiced. The enquiry is marked Won at the same time.

Prerequisites

• The client has agreed, by accepting the quote link or by telling you directly.
• The enquiry has a quote that has not expired, and its status is Quoted or Negotiating.
• You can edit enquiries and create bookings (Owner, Admin, Manager and Dispatcher roles can).
• For an enquiry with several jobs, the date, time and flight of each job are already correct. Edit them with Edit job before you convert, because conversion keeps those values.

Steps

1. Open Enquiries and select the enquiry.
2. In the header, select Create booking. The window Convert Enquiry to Booking opens.
3. Check the Client, the Pickup Location and the Dropoff Location. They are shown for checking and cannot be edited here.
4. For a single job, check the Date & Time and the number of Passengers. For several jobs, the Job schedule note tells you the jobs keep their own dates and times.
5. Under Vehicle, choose the vehicle that will do the job, or leave No vehicle assigned.
6. Under Quote version, choose the version the client agreed to. The booking takes its price and its jobs from this version.
7. Check the Price. With several jobs it is the sum of the job fares, and you change it by re-pricing a job, not here.
8. Set the Payment Status: Pending, Deposit paid or Fully Paid. For a deposit, enter the Deposit Amount.
9. Fill in the Passenger name if the traveler is not the client, or tick Passenger is the enquiry contact. Add Special Requests if needed.
10. Select Create Booking.

Expected result

A message says Booking created successfully and shows the booking code. You land on the new booking. The enquiry now has the status Won and a View Booking button.

Troubleshooting

• If Create booking is greyed out and says Expired, the quote has lapsed. Revive it or recalculate the quote, then try again.
• If the header shows only Generate Quote, the enquiry is still New and has no quote. Generate and send a quote first. If it shows Send Quote, Create booking sits beside it, so you can convert a draft quote the client agreed to by phone.
• If you cannot see Create booking, your role may not allow creating bookings, or the enquiry already has a booking. Use View Booking in that case.
• If a window says Vehicle too small, the chosen vehicle seats fewer people than the passenger count. An Owner or Admin can keep it by entering a reason. Anyone else must choose a larger vehicle.
• If a credit limit warning appears, it is a warning about the client's account. The booking has still been created.
• If you see Failed to create booking, try once more. Before you retry after a timeout, open Bookings to check that the booking was not created, so you do not make a second one.