The client replies “that's fine”. Before ordering or scheduling, check what they mean. Two versions or an offer with options may leave the selected configuration unclear. First connect the reply to a precise document.
This is an organisational checklist. Acceptance effects, required forms and obligations depend on the relationship and applicable rules. An accepted software status does not replace assessing the agreement or completing required steps.
Identify the confirmed proposal
Retrieve reference, date and sent PDF. Check whether the reply concerns that version or adds conditions such as a new date or alternative material. Clarify ambiguity before irreversible work.
Ask: “Can you confirm revision 2 with four devices, installation and training included, without optional maintenance?” A concrete question avoids interpreting a generic message as agreement to everything.
Keep relevant documents and communication
Archive the confirmed PDF, identifiable technical attachments and client's message. Retain later changes recognisably. You need not duplicate every conversation: keep what explains scope and decisions.
Before editing in the app, retain the version actually shared. There is no promise here of an automatic complete revision archive. Document organisation matters even with quoting software.
Check schedule and availability
Commercial confirmation does not mean materials and people are available together. Verify delivery, access, client preparation and execution window. Distinguish expected duration from agreed date.
For supply with installation, check ordered models and complete accessories. For consulting, clarify initial documents and contacts. For recurring cleaning, define start, access and working schedule.
Payment and tax documents
Check agreed payment terms, including deposits. Proposal confirmation, received payment and tax documents are separate. The quote describes the offer; manage other steps under your business process and applicable rules.
Consult accounting and contractual advisers where specific requirements apply. A PreventivOk status update does not mean an invoice was issued or payment automatically verified.
Turn the offer into work activities
Use quote lines as the working basis, checking quantities, materials and inclusions. Give everyone the right version and relevant terms. A team should not work from the first PDF when the client confirmed the second.
For example, five workstations and one training session require checking workstation locations and training attendees before starting. Convert commercial descriptions into tasks without inventing extra services.
Changes after confirmation
For a different product or extra service, identify the variation, check cost and timing, then agree the next step. Do not perform it first and reconstruct price later. Retain the original document and change decision.
For supplier cost increases, do not assume updating the total is enough. Check applicable terms and agreements with appropriate support. Requested variations and increased supplier costs are different causes.
Update status while retaining context
Mark quotes accepted in PreventivOk to distinguish confirmed offers from awaiting ones. Keep document and subsequent task records in your tools: status summarises rather than contains the whole file.
After work, compare estimates with actual hours, materials and visits. These improve future quotes. Acceptance ends the commercial choice and begins execution planning.
Confirmation with a new condition
“I accept, but with earlier delivery” needs checking: it differs from confirming your proposed schedule. Check feasibility and clarify documents and conditions still to agree.
For partial confirmation, the client may want products without service. Summarise final scope and assess price, accessories and responsibilities. Updating status first may tidy the list while leaving the job ambiguous. Keep relevant messages and prepare the consistent document without deleting the previous version.
Mark a quote accepted and retrieve it in PreventivOk, while retaining the client's confirmation and referenced document. Create your next quote with PreventivOk.