> ## Documentation Index
> Fetch the complete documentation index at: https://docs.charle.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Converting to Tasks

> How approved quotes become tasks

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

## Automatic conversion

### When conversion happens

Conversion is triggered when:

* Client clicks "Approve" in portal
* Status changes to "approved"
* Task created immediately

<Info>
  Conversion is automatic - no manual action needed. The system handles all the complexity of creating tasks and subtasks.
</Info>

### One-time conversion

Important constraints:

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

## What gets converted

### 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

### 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)

## Subtask generation

### 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

### 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)

<Note>
  The 20% feedback budget isn't assigned to subtasks initially. It's used when QA fails or design feedback is needed.
</Note>

### 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.

## After conversion

### Task appears in system

The new task:

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

### Subtasks ready for scheduling

Subtasks can now:

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

### 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

## Task lifecycle after conversion

<Steps>
  <Step title="Backlog">
    Task created, not yet scheduled
  </Step>

  <Step title="Planning">
    PM/CSM adds to monthly roadmap
  </Step>

  <Step title="Scheduling">
    Subtasks assigned dates and team members
  </Step>

  <Step title="Execution">
    Team completes subtasks through phases
  </Step>

  <Step title="Completion">
    All subtasks done, task marked complete
  </Step>
</Steps>

## Conversion examples

### 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)

### 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)

### 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)

## 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

## Viewing the relationship

### From task to quote

Task detail page shows:

* "Created from Quote" section
* Quote ID and title
* Link to original quote
* Creation timestamp

### From quote to task

Quote detail page shows:

* "Converted to Task" section
* Task ID and title
* Link to task
* Conversion timestamp

<Tip>
  Use these links to trace work from initial request through to delivery.
</Tip>

## Common scenarios

### 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

### 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

### 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

## Best practices

<CardGroup cols={2}>
  <Card title="Review before approval" icon="eye">
    Double-check quotes before sending to client - conversion is automatic
  </Card>

  <Card title="Plan scheduling" icon="calendar">
    Be ready to schedule work soon after approval
  </Card>

  <Card title="Communicate timeline" icon="message">
    Tell client when work will be scheduled after approval
  </Card>

  <Card title="Monitor budget" icon="chart-line">
    Track actual vs quoted time throughout delivery
  </Card>

  <Card title="Reference quote" icon="link">
    Use quote link to verify scope during delivery
  </Card>

  <Card title="Learn from variance" icon="graduation-cap">
    Compare final time to estimate to improve future quotes
  </Card>
</CardGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Task wasn't created after approval">
    Check quote status is "approved". If approved but no task, contact support - this is a system error.
  </Accordion>

  <Accordion title="Can't find the created task">
    Check Tasks list, filter by client. Task may be in backlog. Use task ID shown on quote detail page.
  </Accordion>

  <Accordion title="Subtasks missing or wrong">
    Subtasks are auto-generated based on requirements. If incorrect, may need manual adjustment on task.
  </Accordion>

  <Accordion title="Estimate on task doesn't match quote">
    Task uses average from t-shirt size. Check quote requirement to see min-avg-max range.
  </Accordion>

  <Accordion title="Need to convert quote again">
    Cannot convert twice. One quote = one task. Create new quote for additional work.
  </Accordion>
</AccordionGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Tasks" icon="check-square" href="/user-guide/tasks">
    Learn how to manage tasks after conversion
  </Card>

  <Card title="Subtasks" icon="list-check" href="/user-guide/tasks/subtasks">
    Understand subtask workflow and scheduling
  </Card>

  <Card title="Task Phases" icon="bars-progress" href="/user-guide/tasks/task-phases">
    See how tasks progress through phases
  </Card>

  <Card title="Schedule" icon="calendar" href="/user-guide/schedule">
    Learn how to schedule converted tasks
  </Card>
</CardGroup>