Estimate Approval and Signatures
Let customers review, approve, reject, or sign estimates from the public estimate page.
Estimate approvals help turn proposals into accepted work without losing the original offer, scope, and customer decision.
Use signatures when acceptance needs a clear customer action tied to the estimate version they reviewed.
Approval should make the next step clearer: billing, project kickoff, delivery handoff, or follow-up when the customer rejects or asks for changes.
Send the Estimate
Create the estimate, review the customer details, line items, taxes, notes, and template, then send it to the customer. Attach the PDF when the customer needs a downloadable copy in the email.
The customer receives a public estimate link where they can review the estimate outside the internal app.
Before sending, open the public link yourself and confirm the acceptance, rejection, download, and signature actions appear as expected.
Also confirm the customer name, contact email, expiry date, tax, discounts, attachments, and payment or project next steps. Approval should apply to the exact estimate version the customer reviewed.
Customer Review
The public estimate page shows the customer the estimate details and available actions. Depending on the estimate state, the customer can review, accept, reject, download, or continue into the signing flow.
If the customer asks for changes, edit the estimate internally and resend the updated version before asking them to approve it.
Do not ask the customer to approve an old link after scope, pricing, taxes, or expiration changes. Send the newest version so the accepted record matches the actual agreement.
If the customer rejects the estimate, review the rejection reason before duplicating or editing. The next estimate should address the actual objection, not just resend the same terms.
Approval Review
After a customer accepts:
- Confirm the accepted estimate version.
- Check signer name and email.
- Confirm line items, taxes, discounts, and expiry.
- Add internal handoff notes if work or billing starts.
- Convert to invoice only when billing should begin.
Rejection And Revision Path
When a customer rejects an estimate or asks for changes, capture the reason on the estimate, deal, or customer record before creating a revision. Then decide whether to edit a draft, duplicate the estimate, or create a new estimate with a clearer scope. The next version should explain what changed.
Do not convert a rejected or disputed estimate to an invoice. Resolve the scope or approval status first so finance does not bill from an unclear agreement.
Signatures
Use the signing flow when the estimate needs explicit approval. The signature captures the customer's acceptance of the estimate version they reviewed.
After the estimate is accepted, convert it to an invoice when the work should be billed.
After acceptance, check signer name, accepted date, estimate status, line items, and total before creating project work or converting to an invoice.
Before Converting to Work
Create project work or invoices only after the accepted estimate matches the scope your team will deliver. Check attachments, notes, terms, taxes, discounts, and signature status before handoff.
If Approval Fails
Confirm the estimate is active, the customer is using the latest public link, the estimate has not expired, and signature requirements are assigned correctly.
If signing fails on mobile, ask the customer to retry in a current browser and collect the exact link, browser, timestamp, and signer email before creating a replacement estimate.
If the customer approved the wrong version, duplicate or revise the estimate and send the corrected link rather than editing history without a clear audit trail.