Converting Work Requests

What is a Converted Work Request?

A Work Request is what your Client submits to request work. Once submitted, you can convert the supplied information directly into an Invoice, Estimate, or Project.

How your Work Requests are converted will depend on how you configure your Work Requests.

CLICK HERE to learn about Work Request Setup

I have a Work Request submitted! How do I convert it?

First, navigate to Projects > Work Requests.

Click the Options menu button of the Work Request you would like to convert to, and select Convert.

A modal will appear, in which you can choose to convert the Work Request into either a new or existing Invoice, Estimate, or Project.

What happens when I convert a Work Request into a Project?

How your Project will be structured is based on two factors - whether the submitted Work Request has Items and whether it is converted into a new or existing Project.

CLICK HERE to learn about Projects

TIP: All Tasks created are automatically assigned to the user who is converting the Work Request.

Converting into a New Project

When you convert the Work Request into a new Project you will have the option of selecting a Task Template to include pre-made Tasks and Phases. These Tasks will be created alongside any Tasks that are created from the Work Request.

CLICK HERE to learn about Task Templates

The newly-created Project will have the title of the Work Request and the description will be that of the Summary Description that the Client submitted. The user who is converting the Work Request will automatically be assigned as the Project Leader.

If the Work Request has Items (required by default, but this can be disabled) these will be converted into Tasks within the Project. The name and description of the Tasks will also be pulled from the name and description of the Items.

IMPORTANT: If there are no Items in the Work Request Tasks will not be created. Tasks will only be generated in this case if you choose a Task Template during conversion.

Converting into an Existing Project

When you convert the Work Request into an existing Project, you will be able to choose one from the dropdown menu. You will only be able to choose a Project that is already assigned to that Client.

The Project will retain its original title and description.

If the Work Request has Items (required by default, but this can be disabled) these will be converted into Tasks within the Project. The name and description of the Tasks will also be pulled from the name and description of the Items.

If the Work Request does not have Items it will be added to the Project in the form of a Task. The name and description of the Task will be pulled from the title and Summary Description of the Work Request.

IMPORTANT: All new Tasks created within the Project will not have a Due Date.

What happens when I convert a Work Request into an Invoice?

How your Invoice will be structured is based on two factors - whether the submitted Work Request has Items and whether it is converted into a new or existing Invoice.

CLICK HERE to learn about Invoices

Converting into a New Invoice

When you convert the Work Request into a new Invoice the newly-created Invoice will be created in Draft status. It will have the title of the Work Request and the Summary Description that the Client submitted will be in the Internal Notes section. The Due Date will default to the Requested Due Date on the Work Request.

If the Work Request has Items (required by default, but this can be disabled) these will be converted into taxable Invoice Items. The name and description of the Invoice Items will also be pulled from the name and description of the Work Request Items.

In either case, you can add additional Items and make modifications before saving the Invoice as Open.

Converting into an Existing Invoice

When you convert the Work Request into an existing Invoice, you will be able to choose one from the dropdown menu. You will only be able to choose an Invoice that is already assigned to that Client.

The Invoice will retain its original title, description, and due date.

If the Work Request has Items (required by default, but this can be disabled), these will be converted into taxable Invoice Items. The name and description of the Invoice Items will also be pulled from the name and description of the Work Request Items.

If the Work Request does not have Items, it will be added to the Invoice in the form of a taxable Invoice Item. The name and description of the Invoice Item will be pulled from the title and Summary Description of the Work Request, respectively. The value will default to 0.

TIP: The existing Invoice will remain in its original status (Draft or Open). In either case, you will be able to add additional Items and make modifications.

What happens when I convert a Work Request into an Estimate?

How your Estimate will be structured is based on two factors - whether the submitted Work Request has  Items and whether it is converted into a new or existing Estimate.

CLICK HERE to learn about Estimates

Converting into a new Estimate

When you convert the Work Request into a  new Estimate, the newly-created Estimate will be created in Draft status. It will have the title of the Work Request, and the Summary Description that the Client submitted will be in the Internal Notes section. The Due Date will default to the Requested Due Date on the Work Request.

If the Work Request has Items (required by default, but this can be disabled), these will be converted into taxable Invoice Items. The name and description of the Invoice Items will also be pulled from the name and description of the Work Request Items.

In either case, you can add additional Items and make modifications before saving the Estimate as  Open.

Converting into an existing Estimate

When you convert the Work Request into an  existing Estimate, you will be able to choose one from the dropdown menu. You will only be able to choose an Estimate that is already assigned to that Client.

The Estimate will retain its original title, description, and due date.

If the Work Request has Items (required by default, but this can be disabled), these will be converted into taxable Invoice Items. The name and description of the Invoice Items will also be pulled from the name and description of the Work Request Items.

If the Work Request  does not have Items, it will be added to the Estimate in the form of a taxable Invoice Item. The name and description of the Invoice Item will be pulled from the Subject and Summary Description of the Work Request. The value will default to 0.

IMPORTANT: You can only choose from an existing Estimate that is in Draft status.