This guide outlines a workaround for situations where a client pays a quote deposit or the full quote amount via bank transfer or in-store before approving the quote, causing challenges with scheduling the job and applying the payment.

The Scenario

You sent a quote outlining a deposit, and the client has paid in full (or partially) via bank transfer or in-store without approving the quote. This creates the following challenges:

• The system shows the quote as unpaid, preventing the job from being scheduled.
• The deposit invoice is not created until the quote is approved, meaning the payment cannot be applied.
• Approving the quote will trigger the deposit invoice to be sent to the client, potentially causing confusion since they have already paid.

Workaround Steps

Scenario 1: The amount received/taken does not match the requested deposit amount.

1. Log into Vital and navigate to the quote details.
2. Click Actions > Reopen
3. Click the pencil icon on the contact details:
   1. Copy the client’s email address into the notes area.
   2. Replace the email field with your shop's email address or add "OLD_"  clients email Example: old_darren@gmail.com. 
   3. Click Update.
4. If there are no changes to the quoted items, click Actions > Preview and send.
5. Adjust the deposit amount to match the payment received from the client. 
6. Click Send.
7. Locate the quote in the quote list.
8. Click the hamburger menu and select Approve.
9. Click the hamburger menu again and select View details.
10. Update the email address back to the client's email address:
    1. Click the pencil icon on the contact details.
    2. Replace your shop email address with the client's email address, located in the notes area or remove the "OLD_" if you did this method 
    3. Click Update.
11. Click the link to the Deposit Invoice from the quote.
12. In the Deposit Invoice, click Synced to open the invoice in LightSpeed (LS).
13. From the invoice in LS:
    • If paid in-store, apply the payment in LS.
    • If paid via bank transfer, click View in Xero. 
    • Apply the payment to the Deposit Invoice in Xero.
14. Once the Deposit Invoice payment status is updated in Vital, schedule the job.

Scenario 2: The amount received/taken matches the requested deposit amount.

1. Log into Vital and navigate to the quote details.
2. Click the hamburger menu and select View details.
3. Click the pencil icon on the contact details:
   1. Copy the client’s email address into the notes area.
   2. Replace the email field with your shop's email address.
   3. Click Update.
4. Click Actions > Approve to approve the quote.
5. Click the hamburger menu and select View details.
6. Update the email address back to the client's email address:
   1. Click the pencil icon on the contact details.
   2. Replace your shop email address with the client's email address, located in the notes area. 
   3. Click Update.
7. Click the link to the Deposit Invoice from the quote.
8. In the Deposit Invoice, click Synced to open the invoice in LightSpeed (LS).
9. From the invoice in LS:
   • If paid in-store, apply the payment in LS
   • If paid via bank transfer, click View in Xero. 
   • Apply the payment to the Deposit Invoice in Xero.
10. Once the Deposit Invoice payment status is updated in Vital, schedule the job.

Tip

• Always ensure the client’s email address is restored after processing to avoid communication issues.