How to Confirm a Quote Into an Order
Move an order from Quote to Confirmed Order to start production.
Written By Dennis Rodin
Last updated 12 days ago
To confirm an order, drag it from the Quote stage to the Confirmed Order stage on your board. This tells the system that the customer said yes and work is starting.
If you added stages of your own between Quote and Confirmed Order, such as Contacted or Quote sent, an order in any of them is still a quote. Drag it onto Confirmed Order (or any stage after it) to confirm it, and everything below works the same way. Learn more: How to Manage Pipeline Stages
When the family accepts in the portal
The family can accept any open order, quotes included, in the customer portal. They open Accept Your Order, type the purchaser's name and press Accept & Sign. The person assigned to the order gets the notification "Customer {name} accepted the contract on order {number}", and the Activity Timeline records it. The notification goes to the assigned person, so assign your orders. Then move the card to Confirmed Order as described above.
If no payment has been logged
When you move an order to Confirmed Order and no payment has been logged yet, a warning popup will appear. This is a reminder that no deposit has been collected. You can still confirm the order if you choose to proceed.
If a payment has already been logged
If a deposit or payment was already logged (either during the New Quote process or manually from the order overview), the order moves to Confirmed Order with no warning. The system knows payment has been collected.
What happens after confirming
Once the order is in the Confirmed Order stage, all the to-dos that were saved in the background become visible. These are based on everything you configured in the “New Quote” window where you originally created the quote: order type, accessories, cemetery settings, and workflow checkboxes.
MonuDesk records the moment the order is confirmed, and the Quoted vs Won metric in the Dashboard's Business Intelligence section places the deal in the period it was confirmed, while Quoted stays in the period the quote was written.
Learn more: What Triggers Each To-Do
What confirming does to your stock and your books
Inventory and QuickBooks are Pro features. Stock comes off when you confirm the order. If the order's stone was linked to an inventory item when the quote was built, MonuDesk shows a compact confirm naming that exact stone: its name, SKU, color, dimensions, and what is on hand. Click Deduct to take one off the count, or Skip if you are not pulling this one off the shelf.
An order with more than one stone lists one row per stone or base slot, so you decide for each one separately.
Each stone or base slot is deducted once, and MonuDesk asks you once, at the confirmed save. Editing the order afterwards and pressing Update Order never deducts stock: the question belongs to the confirmed save and to this stage move.
If the linked stone is not the one you are actually pulling, click choose a different stone… to open the full inventory picker and search your pullable stock. The picker's search understands SKUs and sizes: typing 448 finds GRN-00448, and a size search like 1x1 pulls up the stones with matching dimensions.
An order with no linked stone gets the full picker, headed Which stone is order #123 using?.
When the order also has linked accessories to deduct, the prompt is titled Deduct stock for order #123? and has an Accessories section under the stones, with its own Deduct N units button. It works the same however the order moves from the quote side onto Confirmed Order or a later stage: dragged on the board, from the order popup, or with the stage changer. A move into a stage you added between Quote and Confirmed Order does not bring it up. Each vase line keeps its own color, so vase stock is matched and deducted per color.
Saving straight to Save as Confirmed Order from the New Quote wizard asks one question instead, Take these from your inventory?, which lists the linked vases, photos, urns, QR codes and vaults next to the stones. Learn more: How to Review and Finalize Your Order
Confirming also sends the order to QuickBooks Online (QBO), if you left the Send this order to QuickBooks switch on when the order was created. Two things to know about that. The stone posts against your own linked QuickBooks product rather than a generic service item named after the category, so the sale lands on the right product in your books. And only one unit comes off your QBO quantity on hand, however the invoice posts.
Cancelling does not put the stone back on your MonuDesk shelf. Cancelling an order does not return a stone to your yard. What cancelling reverses is the QuickBooks side: voiding the invoice makes QuickBooks hand its own stock back, and MonuDesk drops the matching give-back it had queued, so the two do not cancel each other out twice. Your own MonuDesk count does not heal itself. If the stone is genuinely back on the shelf and it was pulled for this order, click Return on it in the order's Linked from inventory panel, which puts the unit back on hand. Otherwise open Inventory and put the unit back on by hand.
Jobs with several quote options
If the family was quoted several options (Quote A, Quote B…), first record which one they chose. Open the order, and at the top of Order Details click the green check next to the chosen option's letter, then Yes, Confirm Quote. The other options are dismissed and stay visible, greyed out, for reference.
The family can also choose in the customer portal. Under Choose Your Memorial they tap an option and press Confirm Quote A (or the letter they picked). You get Quote option chosen on the Activity Timeline and a notification, and the chosen option becomes the order.
Picking the option keeps the order in the Quote stage. Move it to Confirmed Order as described above when the work is going ahead.
Learn more: How to Give a Family Several Quote Options
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