Converting to Tasks

When a quote is approved, CharleOS automatically converts it into a task with subtasks, ready for scheduling and delivery.

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Automatic conversion

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When conversion happens

Conversion is triggered when:

• Client clicks “Approve” in portal
• Status changes to “approved”
• Task created immediately

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One-time conversion

Important constraints:

• Each quote converts only once
• Cannot convert again if task exists
• Cannot undo conversion
• Original quote preserved for reference

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What gets converted

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Task creation

A new task is created with: Basic information:

• Title - Copied from quote
• Description - Copied from quote (rich text preserved)
• Client - Same client as quote
• Display ID - Sequential number (#123 format)
• Status - “backlog” (not yet scheduled)

Relationships:

• Quote ID - Links back to original quote
• Task shows “Created from Quote #X”
• Quote shows “Converted to Task #Y”

Timestamps:

• Creation date
• Updated date
• No scheduled dates yet

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Requirements mapping

Each quote requirement becomes a task requirement: Copied fields:

• Requirement type (design, development)
• Scope content (rich text)
• Client brief details
• T-shirt size

Calculated fields:

• Quoted minutes - Average from t-shirt size
• Quoted max minutes - Maximum from t-shirt size
• Feedback budget minutes - 20% of total (rounded up to 15 min)
• Actual minutes - 0 (tracked during work)
• Billable minutes - 0 (calculated after completion)
• Banked minutes - 0 (efficiency gains)
• Overage minutes - 0 (non-billable overage)

Example mapping: Quote Requirement:

• Type: Development
• Size: M (3-6 hours, average 4.5 hours = 270 minutes)

Becomes Task Requirement:

• Quoted minutes: 270
• Quoted max: 360
• Feedback budget: 60 (20% = 54 min, rounded up to 60)
• Core work budget: 210 (total minus feedback budget)

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Subtask generation

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Automatic subtask creation

The system creates subtasks based on requirements: For Design requirements:

• Design subtask
• Estimate based on 80/20 split calculation
• Starts unscheduled

For Development requirements:

• Development subtask
• Internal QA Review subtask
• External QA Review subtask
• Deployment subtask
• All start unscheduled

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Subtask estimates

Initial subtasks:

• Design subtask: 80% of quoted time
• Development subtask: 80% of quoted time
• QA and Deployment: No time estimate (tracked separately)

Example - M size Development (270 min average):

• Development subtask: 210 minutes (3.5 hours)
• Internal QA Review: No estimate
• External QA Review: No estimate
• Deployment: No estimate
• Feedback budget: 60 minutes (reserved)

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Fix subtasks created dynamically

These subtasks are created later when needed:

• Client Design Feedback - When design needs changes
• Internal QA Fixes - When internal QA fails
• External QA Fixes - When client QA requests changes

Each uses part of the feedback budget for estimation.

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After conversion

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Task appears in system

The new task:

• Listed in Tasks page
• Filterable by client
• Searchable by title/ID
• Shows in client schedule (when planned)

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Subtasks ready for scheduling

Subtasks can now:

• Be assigned to team members
• Be scheduled with dates
• Have status updated
• Have time logged against them

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Quote remains accessible

The original quote:

• Still visible in Quotes list
• Shows “approved” status
• Links to created task
• Cannot be edited
• Preserved for audit trail

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Task lifecycle after conversion

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Conversion examples

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Example 1: Simple bug fix

Quote:

• Development requirement only
• Size: S (1-2 hours, average 90 min)

Converts to:

• Task with 1 requirement
• 4 subtasks:
  • Development: 75 minutes (1.25 hours)
  • Internal QA Review
  • External QA Review
  • Deployment
• Feedback budget: 15 minutes (20% = 18 min, rounded up)

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Example 2: Feature with design

Quote:

• Design requirement: L size (12 hours = 720 min)
• Development requirement: XL size (32 hours = 1920 min)

Converts to:

• Task with 2 requirements
• 5 subtasks:
  • Design: 570 minutes (9.5 hours)
  • Development: 1530 minutes (25.5 hours)
  • Internal QA Review
  • External QA Review
  • Deployment
• Design feedback budget: 150 minutes (2.5 hours, 20% = 144 min rounded up)
• Development feedback budget: 390 minutes (6.5 hours, 20% = 384 min rounded up)

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Example 3: Large project

Quote:

• Design: XXL (80 hours = 4800 min)
• Development: XXL (80 hours = 4800 min)

Converts to:

• Task with 2 requirements
• 5 subtasks with significant time:
  • Design: 3840 minutes (64 hours)
  • Development: 3840 minutes (64 hours)
  • Internal QA Review
  • External QA Review
  • Deployment
• Design feedback: 960 minutes (16 hours, 20% = 960 min exactly)
• Development feedback: 960 minutes (16 hours, 20% = 960 min exactly)

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What doesn’t convert

Certain quote elements don’t transfer: Not converted:

• Quote assignees (task has no assignees, subtasks do)
• Quote-specific statuses
• “Awaiting quote” metadata
• Quote creation/update timestamps

Why:

• Tasks track different information
• Subtasks handle assignments
• Task has its own lifecycle
• Separate audit trails

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Viewing the relationship

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From task to quote

Task detail page shows:

• “Created from Quote” section
• Quote ID and title
• Link to original quote
• Creation timestamp

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From quote to task

Quote detail page shows:

• “Converted to Task” section
• Task ID and title
• Link to task
• Conversion timestamp

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Common scenarios

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Scenario 1: Need to change scope after approval

Problem: Client approved but scope needs adjustment Solution:

• Cannot edit approved quote
• Edit task requirements instead
• Update scope and estimates on task
• Reschedule subtasks if needed

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Scenario 2: Quote approved by mistake

Problem: Client clicked approve accidentally Solution:

• Cannot undo approval
• Must cancel the task
• Create new quote if needed
• Or continue with existing task

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Scenario 3: Checking original estimate

Problem: Need to verify what was quoted Solution:

• Open task
• Click link to original quote
• View quote requirements and sizes
• Compare with actual time logged

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Best practices

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Troubleshooting

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Next steps