Converting a Quote Only or Potential Total into an Order

Last updated: May 9, 2026

Overview

When you request parts as quote only, PartBay retrieves quotes and makes selections but does not place an order. This workflow is useful when you want to present pricing and selections to carriers / customers before placing any orders. Once you're ready, you can convert the quote into an order directly from your estimate — even if you're an Estimator and not part of the Central Parts team.

This process depends on your organization settings, where some organizations have disabled the ability for estimators to place orders for quote only and potential totals.

How It Works

When a quote only or potential total request is submitted, PartBay follows its normal process — quoting, selecting parts, and rekeying the selections back to your estimate. The difference is that it skips the ordering step entirely. You'll see all of the selected parts on your estimate, along with a Quote Only or Potential Total tag indicating that no order has been placed yet.

Any parts that were flagged during selection will remain flagged. When you convert the quote to an order, those flagged parts are left for the Central Parts team to review. All other parts are ordered immediately.

When to Use This

Use this workflow when you initially requested parts as quote only and are now ready to place the order. This is common for pre-orders or estimates where you wanted to verify selections before committing.

How to Convert a Quote into an Order

  1. Open the estimate that was submitted as quote only. You'll see a Quote Only tag at the top of the estimate

  2. Remove the Quote Only tag by clicking the X on the tag. This step is no longer optional to keep the Central Parts team informed that you're placing the order

  3. Click Place Order. PartBay will display a summary of your order, including a note identifying any flagged parts

  4. Review the summary. Flagged parts will be called out and left for the Central Parts team to review separately. All non-flagged parts will be included in the order

  5. Click Place Order to confirm. PartBay will process the order for all non-flagged parts immediately

Note: Flagged parts are not ordered automatically. They are held for the Central Parts team to review and handle manually.

FAQ

Do I need to be on the Central Parts team to place this order? Depends. If this capability is enabled by your system admin, then Estimators can convert a quote only or potential total into an order.

What happens to flagged parts when I place the order? Flagged parts are excluded from the order and left for the Central Parts team to review. All non-flagged parts are ordered immediately.

Do I have to remove the Quote Only tag before placing the order? Yes, because it signals to the Central Parts team that the order has been placed or requested, which helps avoid confusion.