Converting an Accepted Quote to a Reservation

Converting an Accepted Quote to a Reservation

A quote is a proposal. A reservation is a commitment, tied to your calendar, invoicing, and contracts. When a renter accepts a quote, converting it is a single click — no retyping.

Where to convert

Open any accepted quote. In the top-right action bar you will see a Convert to Reservation button. It only appears when the quote status is Accepted; you cannot accidentally convert a draft or rejected quote.

What gets copied

Clicking Convert to Reservation copies all of these into a new reservation record:

• Renter — the person or company from the quote is attached as the reservation renter. If they did not already have a full renter profile, one is created.
• Trailer — the specific trailer on the quote.
• Dates — pickup and return dates, down to the hour if you specified times.
• Pricing breakdown — every line item, including any discounts or custom fees you added. Taxes and deposits carry as well.
• Cover note — carried to the reservation's internal notes so anyone on your team sees the context of how it got here.

The reservation is created with a status of Pending, not confirmed. That gives you a moment to review — check the pickup address, verify the renter's license is on file, make sure the card for the deposit is captured — before you move it to Confirmed.

The quote stays

The original quote is not deleted, moved, or altered when you convert. It stays in your Quotes list with a new small badge that reads Converted, and clicking it shows a link to the reservation it produced. This audit trail matters when a renter calls disputing a line item months later — you can pull up the quote they originally accepted and show them exactly what they agreed to.

Changes after conversion

Once converted, edits happen on the reservation, not the quote. The quote is frozen as the historical record. If you need to adjust pricing, update the reservation — the invoice generated from the reservation will reflect the change.

Multiple reservations from one quote

You cannot convert the same quote twice, by design. If a renter accepts a quote but wants to split it into two rentals (say, two trailers), do one of two things:

• Convert, then in the reservation, add the second trailer as a line item.
• Duplicate the original quote, change the trailer, send, accept, and convert separately.

The second approach is cleaner for reporting because each reservation stays tied to a single trailer.

Auto-generate the contract

If you have Auto-generate contracts enabled in Settings > Contracts, the conversion also creates a fresh contract draft for the new reservation using your default template. Combined with auto-send, the renter receives the signing link the moment you convert — the whole flow from accepted quote to signed contract can happen while they are still on the phone with you.