Part 4 — Report Details · Chapter 4.18

Quote Approval to First Visit

This chapter explains the Quote Approval to First Visit report. The rules every report shares are in chapter 4.1.

What it shows

The average number of days from the customer approving a quote to the first technician visit, in each month, quarter or year. It shows how long a customer who said yes waits to see you. Work with no quote has its own report, Request to First Visit (chapter 4.17).

What you need to do to make it work

  1. Map your quote statuses. An administrator opens Reports > Setup > Milestone Mapping and maps the status that means the quote went out to Quote Sent, and each status that means the customer said yes to Quote Approved. An approval counts only after a quote went out, so both are needed.

    The Milestone Mapping tab in Reporting Setup with the Map dialog open. The Map Selected... button, a ticked status and the Milestone list are boxed in red
    The Milestone Mapping tab in Reporting Setup with the Map dialog open. The Map Selected... button, a ticked status and the Milestone list are boxed in red

  2. Classify your visit activities. In Reports > Setup > Activity Classification, tick each activity name that is a site visit, press Classify Selected… and pick Technician visit under Counts As. An unclassified name never counts as a visit.

    The Activity Classification tab in Reporting Setup with the Classify dialog open. The Classify Selected... button, three ticked activity names and the Counts As list are boxed in red
    The Activity Classification tab in Reporting Setup with the Classify dialog open. The Classify Selected... button, three ticked activity names and the Counts As list are boxed in red

  3. Record when the visit really started. Only an Actual Start counts, not a scheduled date. Check that each visit has one on the work order’s Schedule and Assign page. If it is blank, press Complete… on the visit’s row, or use the pencil beside its dates, to enter when it began.

    A work order's Schedule and Assign page. The activity names and the Actual Start column are boxed in red
    A work order's Schedule and Assign page. The activity names and the Actual Start column are boxed in red

  4. For business days, enter your holidays in Actions > Setup > Holiday Schedule (chapter 2.1).

Where the data comes from

  • The status changes on your work orders, from the audit log.
  • The activities on your work orders: their names and actual start times.

How it is worked out

For each work order:

  1. BigWave finds the first time it reached Quote Approved at or after its first Quote Sent.
  2. It finds the first visit that started at or after that. A visit is an activity classified Technician visit with an actual start, or a status mapped to First Visit Started.
  3. The days between the two are the work order’s figure.

A visit before the approval, such as a site visit to write the quote, does not count. Classify quote site visits as Not a visit if you do not want them counted in Technician Visits per Job either.

Each period shows the average of its work orders. Chart Data also shows the median.

What counts

  • A work order with no visit since the approval is in no period yet.
  • A deleted or cancelled work order does not count.
  • Projects narrows the report to the work orders in the projects you tick.

Work orders left out

A work order with a visit but no approval before it is left out. A line under the chart counts them, and View records lists them on the Left Out of Report tab with the reason. If they went through statuses nobody mapped, the reason names them.

Which date puts it in a period

The day the first visit after the approval started, on your company’s calendar.

Options

  • Count picks Calendar days or Business days. Calendar days is the default.
  • Group By offers Company, Customer, Region, Technician and Project.

Checking a figure

Press Chart Data, then View records on a row. Each work order shows when it was approved and by whom, the visit that started first with its start time, and the days between. Click a work order number to open it in a new tab.