How To Get Quote Approval From Your Customer

Ask your customer to confirm the quote’s quantities, services and price before you move ahead. YoPrint emails a link to the customer portal and keeps the response with the quote. Artwork approval is a separate request for the designs.

Send a quote approval request

Start with a published quote under Sales > Quotes; if the quote is a draft, click Publish in the top action bar first. Check Email Recipients on the quote: the approval email goes to all contacts listed there, and you can edit them using the edit icon beside the contact name.

1. In the financial summary on the right, click Create Request beside Approval Requested.

   

2. Add an optional Message to customer in the text editor. It appears in the email and at the top of the approval request.

   

3. Click Create & Email Customer to email the request immediately.

   

The customer can follow the email’s link to review the quote, approve it or request changes with a comment, and sign. If approval terms are enabled, they also review those terms. Approval terms can be customized in Settings > General. Your team receives an email notification and an in-app alert when the response is completed.

Send a saved request

1. On the Approval Requested row in the financial summary, click the arrow beside the Pending status.

   

2. Choose Send to Customer. This sends the request immediately.

   

Pending means the request has not been emailed. Sent means the email has been sent; the response is still outstanding.

Read the response

Scroll down to the Approvals table at the bottom of the quote page. The quote’s row is titled Order Approval.

1. Double-click the Order Approval row in the quote’s Approvals panel.

   

The review shows the message you sent, the decision, who signed and when. A request for changes also shows the customer’s comment. The quote summary uses Needs Change; the review calls this Changes Requested. Both mean the customer requested updates before approving.

Approved describes the approval request. The quote’s own status and its conversion to a sales order are separate. The quote stays pending until you convert it to a sales order.

Edit a pending request

You can edit the message while awaiting a response, whether the request is Pending or Sent.

1. In the approval review, click Edit.

   

2. Update Message to customer.

   

3. Click Save. Choose Save & Email Customer if you also want to email the revised message.

   

Completed requests cannot be edited. When the quote needs another decision, create a new request.

Send an approval reminder

1. Close the approval review to return to the quote page, then open the three-dot actions menu at the top right of the quote.

   

2. Choose Send Approval Reminder. The reminder is sent immediately using YoPrint’s standard reminder message.

   

Record a response received outside the portal

Use this when you are recording a response the customer has already given. If the approval review is closed, double-click Order Approval in the Approvals panel to reopen it. The name you enter is stored with the decision.

1. In the approval review, click Approve. This opens the response form without approving the quote immediately.

   

2. Choose Approve quote if the quote is accepted.

   

3. If updates are needed instead, choose Request changes.

   

4. For a change request, describe the updates in Changes needed. This comment is required.

   

5. Review any enabled approval terms and enter your full name to sign and certify the response.

   

6. Click Sign & Request Changes to submit the change request.

   

Request approval after changes

Update the line items or pricing on the quote, using Live Edit if needed. Once you have updated the quote to address the customer’s comment, create another approval request. The earlier completed response stays in the history.

1. Close the review dialog to return to the quote page, then open the three-dot actions menu at the top right.

   

2. Choose Create Quote Approval. Add the message and create or email it using the steps above.

   

Review earlier requests

Double-click Order Approval in the Approvals panel to reopen the approval review.

1. In the approval review, open the Approval request selector.

   

2. Select the earlier request to read its message, signature and change comment.

   

The newest request is labeled Latest. When viewing an older one, Jump to latest returns you to it.

Cancel a pending request

Cancellation takes effect immediately. YoPrint deletes the request without asking for confirmation. If an earlier completed request exists, it becomes the quote’s displayed approval again. If no earlier request exists, the row returns to Create Request. Close the approval review to return to the quote page.

1. Open the three-dot Approval actions menu in the Approvals panel.

   

2. Choose Cancel Request.