Online approval and signature

Overview

The approval page is public — anyone with the link can see the quote and approve it, which is why the Get approved screen says to send it only to the client. It opens only once the quote is Sent; a draft's link stays closed. It is rendered in the quote's own language and in your brand's measured colours, so it is the same document as the PDF.

The link itself is minted when you first send the quote and shown under Get approved as Client link, with Copy, Preview what they see and Replace link. Replacing kills the old link — use it if the wrong person got a copy, knowing any email already sent will stop working.

What the client sees

• Your logo and name, the quote number, the Valid until date, and the client's name.
• Each service with its scope paragraph, What's included, the line items and the subtotal, then What could change this price.
• Optional extras as tick boxes, if you offered any — the total updates as they tick. See Upsell add-ons the client can accept.
• How the work runs, your notes, and Payment terms as percentage cards when you have set a schedule.
• A financing panel, if your company has financing switched on.
• Approve this quote in green and Decline — then, on Approve, Your full name, a Signature box to draw in, the consent line “I agree that signing here is my electronic signature and approves this quote for $12,450.00”, and Yes, approve.

How an approval goes through

1. The client presses Approve this quote. The page asks Approve this quote for $12,450.00? and, if extras are ticked, says how much of that is extras.
2. They type their name, draw in the signature box and tick the consent line. Yes, approve stays disabled until all three are there.
3. The server checks the quote is still Sent and not expired, re-prices the ticked extras from its own rows, and refuses an approval with no name, no mark or no consent — an empty signature can never stand in for one.
4. The signature record is stored on the quote and the status becomes Approved, with the approved subtotal, tax and total frozen on it.
5. The client sees Approved — thank you and receives the signed PDF by email; you receive the email described below.

What happens after

• A job is created, ready to schedule, and a draft invoice for the approved total. If a payment schedule is on, the deposit is requested at once — see Deposits on quotes and What happens when a quote is approved.
• The owner and administrators get an email: “Jane Doe approved Q-2026-0012” — “plus $340.00 in extras” if any were ticked — with the signed PDF attached and a link to the quote.
• The client gets the signed PDF with a short note in the quote's language: “Thank you for approving your quote with Easy Roofers Inc. A copy is attached for your records.”
• The linked lead moves to Won, the Activity Log records “accepted by the client — job created, ready to schedule”, and a notification fires.
• A Decline records the moment and the reason if they typed one, moves the lead to Lost, and emails the owner and administrators. The client's page says you have been notified and to call if it was a mistake.

What the signature record holds

The same evidence a paid e-signature vendor sells, without the vendor: a hash of the exact priced content at the moment of signing, plus who, when and from where.

• The typed name, the drawn signature as an image, and the consent tick.
• The time of signing, the client's network address and browser — supplied by the server, never by the page.
• A fingerprint of the quote number, the lines, the scope groups, the chosen extras and the totals. Any later change to those makes the fingerprint stop matching, which is how tampering is detectable.
• The signed PDF, re-rendered with the signature and emailed to both sides, is the copy for the file.

When they approved on the phone

A yes given in a kitchen is still a yes. Get approved has Record their answer — “If they told you over the phone or in person, log it here so the pipeline stays accurate.”

1. Open the quote and press Get approved.
2. Press They approved it, or They declined and note why.
3. Everything a signed approval sets in motion happens — job, draft invoice, schedule, lead — but no signature is stored, and the quote shows no signature record.

Mga madalas itanong