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.

Open the quote

Start with a published quote. A published quote can still have a Pending status. If the quote has a Publish button, finish preparing it and click Publish first. See How to Send a Quote.

1. Open Sales in the top navigation.

   

2. Choose Quotes.

   

3. Double-click the quote’s row to open its preview.

   

4. Click View Quote to open the full quote page.

   

Customize quote approval terms

Set quote approval terms for customers to review when they sign their response to a quote.

Send a quote approval request

Check Email Recipients on the quote. The approval email goes to all contacts listed there.

1. To change the recipients, click the edit icon beside Email Recipients.

   

2. In Email Participants, select the contacts who should receive the email. Clear a checkbox to remove a recipient. Each change saves automatically.

   

3. Click Close to return to the quote.

   

4. For the first request, click Create Request beside Approval Requested in the quote’s financial summary.

   

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

   

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

   

   Send it later

   Click Create to save the request without emailing it. Your customer can still review and respond to the request in the customer portal as soon as you create it. Follow Send a saved request when you are ready.

   

Send a saved request

1. Click the actions button beside Pending on the Approval Requested row.

   

2. Choose Send to Customer to email the request immediately.

   

Pending means you have not emailed the request. Sent means YoPrint sent the email, and the response is still outstanding.

Seen on the quote and Viewed in the approval review mean the customer has opened the request without responding yet. While a request is unanswered, you can edit it, send a reminder or cancel it.

Edit an unanswered request

You can edit the message before the customer responds, including after they have viewed the request. Double-click Order Approval in the quote’s Approvals table to open the approval review.

1. Click Edit.

   

2. Update Message to customer.

   

3. Click Save to return to the approval review. The updated message is available in the customer portal immediately.

   

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

   

You cannot edit a completed request. When the quote needs another decision, create a new request.

Send an approval reminder

While you are waiting for the customer’s response, you can send a reminder from the quote page.

1. Open the three-dot Quick Actions menu at the top right.

   

2. Choose Send Approval Reminder. YoPrint sends the reminder immediately using its standard reminder message.

   

Choosing Send Approval Reminder emails all unanswered quote and artwork approval requests on the quote. Choosing Send to Customer emails only the quote approval request. Both emails include the Message to customer saved on the quote approval request.

Record a response received outside the portal

Use this when your customer has already given you their decision and the request is still unanswered. Double-click Order Approval in the quote’s Approvals table to open the approval review. YoPrint stores the name you enter with the decision.

1. Click Approve. This opens the response form without approving the quote immediately.

   

2. Choose Approve quote if the customer accepted the quote.

   

   If the customer needs updates

   Choose Request changes instead.

   

   Describe the updates in Changes needed. This comment is required.

   

3. Review any enabled approval terms, then sign and certify the response by entering your full name in Type your full name to sign.

   

4. Click Sign & Approve Quote to record approval.

   

   For a change request, click Sign & Request Changes instead.

   

What your customer sees

Your customer opens the email link and signs in with the email address your shop has on file. After they enter the code sent to that email, the quote opens in the customer portal. There they can review the quantities, services and prices before responding.

Customers: find the quote from Approvals

Customers who sign in without an email link can find outstanding requests in Approvals.

1. Open Approvals in the sidebar.

   

2. Click the quote number in the Order / quote column to open the quote and review its details.

   

Click the approval name in the Name column to open the decision form directly.

Customers: approve the quote

1. Click Review beside Quote approval needed on the quote.

   

2. Under Do you approve this quote?, select Approve quote.

   

3. Review any Terms, then enter a full name in Signed by. Typing the name serves as the customer’s signature.

   

4. Click Approve quote at the bottom of the review to submit the response.

   

5. After submitting, your customer sees Your decision was sent to the shop. Click Done to close the confirmation.

   

If another approval is pending on the same quote, your customer can click Review next to open it.

Customers: request changes

1. Click Review beside Quote approval needed on the quote.

   

2. Under Do you approve this quote?, select Request changes.

   

3. Enter the updates in Describe the changes. A description is required.

   

4. Review any Terms, then enter a full name in Signed by.

   

5. Click Request changes at the bottom of the review to send the response to your shop.

   

6. After submitting the change request, your customer sees Your decision was sent to the shop. Click Done to close the confirmation.

   

Customers: close an unfinished response

If the customer clicks the close button on a review with an unsent choice or comment, YoPrint opens Discard approval changes?

Click Keep editing to return to the response and keep the unsent changes.

Click Discard changes to close the review without submitting a response.

Read the response

Your team receives an email notification and an in-app alert when the customer completes a response.

The quote’s row in the Approvals table is titled Order Approval. This row and Approval Requested in the financial summary show and manage the same request.

1. In the Approvals table on the quote, double-click Order Approval.

   

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, and 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.

Click Close to return to the quote page.

Request approval after changes

After you address the customer’s comment, create a new approval request. The earlier completed response stays in the history.

Use Live Edit to update line items or pricing. If you have already updated the quote, skip to step 4.

1. Click Live Edit in the job’s Line Items section.

   

2. Update the line items or pricing to match the customer’s changes.

   

3. Click Save and Close to save the changes and return to the quote.

   

4. Open the three-dot Quick Actions menu at the top right.

   

5. Choose Create Quote Approval. In the form that opens, continue at Message to customer in Send a quote approval request.

   

Review earlier requests

Start in the approval review. When the quote has more than one request, you can choose which one to read.

1. Open the selector showing the request count at the top of the review, such as 4 of 4.

   

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

   

The newest request is labeled Latest. When you view an older request, click Jump to latest to return to the newest one.

Cancel an unanswered request

If an earlier completed request exists, it becomes the quote’s displayed approval again. On Approval Requested, if no earlier request exists, the row returns to Create Request.

From the quote page:

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

   

2. Choose Cancel Request.