Accepting, rejecting, cancelling & reopening
Once a response has been received from the client, you can finalise the quote by accepting, rejecting, or cancelling it. Accept and Reject are only available once the quote has been sent (status: Awaiting reply). Cancellation is available at any in-progress stage. A rejected or cancelled quote can be reopened if it was closed by mistake or the client changes their mind.
See the Quote form reference for details on which statuses allow each action.
Accepting a quote
Accepting a quote marks it as accepted and optionally links it to a valuation job.
To accept a quote:
- Open the quote (double-click from the table, or right-click → Accept quote).
- Click the Accept button in the dialog footer, or right-click the row and choose Accept quote.
The acceptance wizard asks what you would like to do with the quote:
New job
Choose New job to create a new valuation job based on this quote. Proceed through the confirmation step and click Accept quote to confirm. A job will be created automatically and linked to the quote.
The new job is pre-filled from the quote, so you do not need to re-enter its details. The property address, contacts, quoted fee (as the report fee), category, report type, property type, purpose, responsible and additional valuers, assignee, attachments, and internal short and long notes all carry over. The requester, borrower, tenant and access contact are filled from the matching contacts. The job's due date is calculated from the quote's Job turnaround.
After accepting, a notification will appear at the bottom of the screen with an Open job link to take you directly to the new valuation.
Link to job
Choose Link to job to link the quote to an existing valuation job.
- Enter the job reference number in the search field.
- Click Search.
- Review the job details shown.
- To also bring the quote's details across to the job, tick Copy details from the quote onto this job and click Next, then choose which values to copy. The review works the same way as when linking an accepted quote, described below.
- Click Link quote, or Accept & copy if you chose values to copy, to confirm.
No linked job
Choose No linked job to accept the quote without creating or linking a job. Use this when the job already exists and will be linked later, or when no job is needed.
You can link or unlink a job from an accepted quote at any time using the Link to a job button or the unlink icon in the address column of the quote form. You can also link an accepted quote from the job itself: click the link icon in the job's Invoices panel and search for the quote by its reference number. When linking to an existing job either way, tick Copy details from the quote onto this job to also bring the quote's fee, category, contacts, notes and other details across to the job. Click Next to review everything that would be copied, grouped into job details, address and contacts (external contacts, and internal contacts such as the assignee and valuers). For each item, choose the job's value or the quote's value, or use the column headings to choose for a whole section at once. Values that fill an empty field, and notes and contacts that are added to the job, start on the quote's value. Where the job already has a different value, the job's value is kept unless you choose the quote's. If the quote is for a different property, every address value starts on the job's value. The review shows only the values that differ. Choose All fields to also see the ones the job already matches. A quote contact's role, such as instructing party or borrower, moves to the job only when you take the matching value, such as Requested by or Borrower name. Otherwise the job's contact keeps the role. The External contacts group has an Append / Replace choice. Append (the default) adds the quote's contacts the job does not have. Replace makes the job's contacts exactly the quote's, and the review lists the job's contacts that will be removed. Click Link & copy to link the quote and copy the values you chose.
Be careful when choosing this option because completed quotes are not shown by default, so this quote will be harder to find in the future.
You'll have to enable the "Show completed" option in the quotes table view to find this quote again.
Reject vs. cancel
Both actions close out a quote without accepting it, but they mean different things:
- Reject — the client has responded and turned down the quote. Use this when you have received a "no" from the client.
- Cancel — your firm is withdrawing or abandoning the quote. Use this when the client hasn't responded, the opportunity has lapsed, or you have decided not to proceed for an internal reason.
Rejecting a quote
Rejecting a quote marks it as rejected and records the reason.
- Click Reject in the dialog footer, or right-click the row and choose Reject quote.
- Optionally select or type a rejection reason from the dropdown.
- Click Reject to confirm.
Rejection reasons are configured in Settings → Lists. You can also type a custom reason that isn't in the list.
Cancelling a quote
Cancelling a quote marks it as cancelled. Use this when your firm decides not to proceed — for example, when the client hasn't responded and the opportunity has lapsed.
- Click Cancel quote in the dialog footer, or right-click the row and choose Cancel quote.
- Optionally select or type a cancellation reason from the dropdown.
- Click Confirm to proceed.
If you try to delete a quote that could be cancelled instead, VOW will suggest cancelling as an alternative. Cancellation preserves the quote record; deletion removes it permanently.
Reopening a quote
If a quote was rejected or cancelled by mistake, or the client changes their mind after saying no, reopen it instead of creating a new one.
Reopening returns the quote to the status it had immediately before it was closed. A quote that was cancelled before it had ever been sent goes back to being drafted, not straight to Awaiting reply.
To reopen a quote:
- Click Reopen quote at the top of the quote form or in the quote dialog footer. From the quotes table, you can also right-click the row and choose Reopen quote, or click the reopen button in the row's Actions column.
- Confirm the reopen. The dialog shows which status the quote will return to. For a quote closed before reopening was available, VOW works the status out from the quote's details instead.
The rejection or cancellation reason is cleared from the quote, though it remains visible in the quote's event log.
Accepted quotes cannot be reopened, because accepting a quote creates or links a valuation job.
Next steps
- Quotes overview — understand the full quote lifecycle
- Quote form reference — status lifecycle and action availability