Quote Approvals

When clients approve or decline quotes through the portal, you're notified immediately so you can take action.

Client Experience

Viewing a Quote

1. Client receives quote email
2. Clicks View Quote
3. Reviews services, pricing, and total
4. Sees any attached videos or documents

Approving a Quote

1. Client clicks Approve Quote
2. Signs electronically (if required)
3. Optionally adds a message
4. Receives confirmation

Declining a Quote

Clients can decline with structured feedback to help you understand why:

1. Client clicks Decline Quote
2. Selects a reason from the list:

Reason	Description
Price too high	Budget doesn't match the quoted amount
Timing doesn't work	Schedule conflict or wrong season
Found alternative	Going with a competitor
Project cancelled	No longer need the work done
Scope mismatch	Quote doesn't match what they need
Need more information	Have questions before deciding
Other	Custom reason (requires explanation)

3. Optionally adds additional details
4. Confirms the decline

Following Up on Declines

The decline reason helps you follow up appropriately. "Price too high" might mean you can offer alternatives, while "Project cancelled" means no follow-up is needed.

What You See

When Approved

• In-app notification appears immediately
• Email notification (if enabled)
• Quote status changes to Approved
• Ready to convert to job

When Declined

• In-app notification with the decline reason
• Email notification (if enabled)
• Quote status changes to Declined
• Decline details visible on quote detail page

Click to enlarge

View why a client declined so you can follow up appropriately or improve future quotes

Viewing Decline Details

On the quote detail page, declined quotes show:

• Reason code (e.g., "Price too high")
• Additional notes from the client
• Declined date

This information is also logged in the quote's activity history for your records.

E-Signatures

For quotes requiring a signature:

1. Enable Require Signature on the quote
2. Client must sign before approving
3. Signature is captured and stored
4. Visible on the approved quote PDF

Approval Settings

Configure quote approvals in Settings → Documents → Quotes:

Setting	Description
Require signature	All quotes need e-signature to approve
Auto-convert to job	Approved quotes automatically create jobs
Notification preferences	Who gets notified on approve/decline

Following Up on Declined Quotes

Decline Reason Actions

Reason	Suggested Follow-up
Price too high	Offer a reduced scope or payment plan
Timing doesn't work	Ask when would be better, set reminder
Found alternative	Ask what influenced their decision
Project cancelled	Remove from pipeline, check in later
Scope mismatch	Clarify requirements, send revised quote
Need more information	Call to answer questions, resend quote
Other	Review their notes and respond accordingly

Resending Revised Quotes

If you've addressed the client's concern:

1. Open the declined quote
2. Click Duplicate
3. Make necessary changes
4. Send the new quote to the client

Notifications

Who Gets Notified

Role	Quote Approved	Quote Declined
Owner	Yes	Yes
Admin	Yes	Yes
Office	Yes	Yes
Field	No	No

Notification Content

Approved notifications include:

• Client name
• Quote number
• Total amount

Declined notifications include:

• Client name
• Quote number
• Decline reason
• Any additional notes

Troubleshooting

Client can't find the approve button

• Check the quote hasn't expired
• Ensure the quote was sent (not just saved as draft)
• Resend the quote email

Approval notification not received

• Check notification settings in Settings → Notifications
• Verify email address is correct
• Check spam folder for email notifications

Decline reason not showing

• Older quotes (before this feature) won't have structured reasons
• Client may have declined without selecting a reason (legacy behaviour)

Related Topics

• Sending Quotes - How to send quotes to clients
• Converting to Jobs - What to do after approval
• Notifications - Managing your notification preferences