Once an Estimate has been approved by the client, it should be converted into an Invoice before work begins. This process officially transfers the selected parts and labor from Estimate status into active billing status within the system.
Using the Convert process properly is extremely important because it:
•Removes inventory from stock correctly
•Updates accounting totals
•Prepares technician worksheets
•Activates billing totals
•Preserves accurate service tracking
The conversion process allows you to selectively move only the items that are approved for service.
Why Convert Before Beginning Work?
Converting the Estimate before service begins provides several advantages:
•Technician Worksheets can be printed correctly
•Inventory is committed properly
•Accounting totals become accurate
•Approved services are clearly separated from declined services
•Work progress can be tracked correctly
Although MLS 2026 permits staged conversions later, best practice is:
•Obtain approval
•Convert the approved items
•Then begin service
Using the Convert Utility
The Convert utility is located on:
•The General tab
•Within the Workorder Development screen
When selected, the system begins the Estimate-to-Invoice conversion process.
Converting Parts
The system first displays all parts currently listed as:
•Estimate items ( E )
Each part may then be individually selected for conversion.
To convert a part:
•Highlight the desired item
•Press Enter
•Or double-click the left mouse button
The status indicator on the left side of the list changes:
•From E (Estimate)
•To I (Invoice)
All items marked:
•I
will be transferred to the Invoice.
Once all desired items are selected:
•Press the Process button
At that moment:
•Inventory stock is reduced
•Sales totals are updated
•The items officially become invoice items
Converting Labor
After parts are processed, the system displays:
•Labor entries currently in Estimate status
The process is identical:
•Highlight the labor item
•Press Enter
•Or double-click
The status changes:
•From E to I
Once all approved labor items are marked:
•Press Process
The labor entries are then transferred to the Invoice.
Diagnostic Statements
Diagnostic statements are often:
•Estimate-only communications
•Preliminary evaluations
•Customer concern summaries
These items usually should NOT be converted into invoice labor unless they represent billable work actually performed.
Examples:
•Diagnose charging concern
•Inspect source of coolant leak
•Evaluate front suspension noise
Such descriptions are frequently useful:
•During approval
•But unnecessary on the final invoice
Partial Conversions
MLS 2026 supports partial conversions.
This is especially useful for:
•Restoration projects
•Long-term repairs
•Phased service approvals
•Insurance work
•Delayed customer decisions
Only approved items need to be transferred immediately.
Unapproved items may remain:
•In Estimate status
•For future approval later
Forgot To Convert Some Items?
If you accidentally:
•Skip items
•Forget to mark entries
•Or press Process too early
you may simply repeat the conversion process.
Return to:
•The General tab
•Select Convert again
The system will display:
•Only the items not already converted
You may then:
•Mark additional parts or labor
•Process them normally
This process may be repeated as often as necessary.
Later Client Approval
Sometimes a client initially declines a repair, but later changes their decision.
If the items were left:
•In Estimate status
they may easily be converted later without:
•Re-entering descriptions
•Recalculating services
•Rewriting the estimate
This makes staged approvals extremely easy to manage.
Important Warning
Do NOT manually change the workorder Type field from:
•Estimate
to
•Invoice
without using the Convert utility.
If you only change the Type field:
•Parts and labor entries remain flagged as Estimate items
•Inventory will not process correctly
•Totals may become inaccurate
•Reporting may be incorrect
•Billing records may become inconsistent
Always use:
•The Convert utility
to properly transfer Estimate items into Invoice status.
Best Practices
•Always obtain client approval first
•Convert approved items before beginning work
•Leave declined items in Estimate status
•Use staged conversions for long-term projects
•Do not manually override Estimate/Invoice flags
•Re-run Convert anytime additional items must be approved
The Convert utility is the control point that transforms planning information into active billing and inventory activity, making it one of the most important procedures in the MLS 2026 workorder system.