Sales Order Approval Workflow

Use sales order approval to confirm items, quantities and job details with your customer before production. You can use it for first-time and repeat orders. Artwork approval records the design decision separately.

Send a sales order approval request

Start with the published sales order you want reviewed.

1. Open Sales in the top navigation.

   

2. Choose Sales Orders.

   

3. Click the order number under ID in All Sales Orders to open the order in a drawer over the list.

   

   Work in the drawer or full page

   You can manage approvals in the order drawer or on the full page. To use the full page shown below, click View Sales Order at the bottom of the drawer.

   

4. Click the edit icon beside Email Recipients in the order header.

   

5. In Email Participants, check each contact who should receive the request. Your selection saves automatically. YoPrint sends the request to every selected contact. One contact’s signed response completes the request for the order; the other contacts do not need to sign separately.

   

6. Click Close to return to the order.

   

7. On the right side of the order header, click Create Request beside Approval Requested.

   

   If an approval was already requested, this row shows its status instead. To request approval again after a response, follow Request approval after changes.

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

   

Choose whether to email the request now or later.

9. To email the request now, click Create & Email Customer to save and email it.

   

Send a saved request

Use this section only if you chose Create. If you chose Create & Email Customer, the request has already been emailed.

1. On the Approval Requested row, open the menu beside Pending.

   

2. Choose Send to Customer. YoPrint sends the email immediately.

   

Pending means the request has not been emailed. Sent means it has been emailed and is waiting for a response. When your customer opens the request, the Approval Requested row shows Seen. Click Seen to open Review Order Approval.

Inside Review Order Approval, this status appears as Viewed. Opening the request does not submit a decision.

To send a note outside the approval, send a message from the order.

Edit an unanswered request

You can edit the message while the request is Pending, Sent or Seen. On the sales order page:

1. Click the approval status beside Approval Requested to open Review Order Approval.

   

2. Click Edit.

   

3. Update Message to customer.

   

4. Click Save to update the message in the customer portal without sending an email.

   

   Save & Email Customer saves and emails the revised message together.

   

5. Click Close to return to the sales order page.

   

Completed requests cannot be edited. A further decision needs a new request.

Send an approval reminder

Send to Customer emails this approval request again. Send Approval Reminder covers all unanswered order and artwork approvals on the sales order. It also adds a system message to the order’s Messages thread.

From the sales order 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.

   

What your customer sees

Your customer opens the email link and signs in with the email address your shop has on file. They enter the code sent to that address to open the order. Before responding, they can review the items, quantities, services and prices.

Your customer can also find unanswered requests under Approvals in the left menu.

To review the order details first, they click the sales order number under Order / quote.

Customers: approve the order

1. Click Review beside Order approval needed.

   

2. Under Do you approve this order?, choose Approve order.

   

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

   

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

   

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

   

Customers: request changes

If the order needs updates, the customer clicks Review beside Order approval needed and follows these steps instead:

1. Choose Request changes.

   

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

   

3. Read any Terms, then enter a full name in Signed by.

   

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

   

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

   

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

Once submitted, the request no longer appears on the customer’s Approvals page.

Your team receives an email and an in-app notification when the response is completed. In Admin, click the notification bell in the top navigation to view it.

Open the approval review

Open the approval review to read the request and, once completed, its response.

1. Click the approval status beside Approval Requested on the sales order.

   

   From the Approvals table

   In the Approvals table on the sales order, double-click Order Approval.

   

   Another way to open the review

   Open the three-dot Approval actions menu beside Order Approval.

   

   Choose View Request.

   

The review shows your message, the decision, the signed name and the completion time. A request for changes also displays the customer’s change note. The order summary calls it Needs Change; the review calls it Changes Requested.

The approval request’s status is separate from the sales order’s overall status. An approved request does not itself mean the order has been produced, shipped or paid.

2. Click Close to return to the sales order page.

   

Record a response received outside the portal

Use this route when the customer has already told you their decision and the request is still unanswered. YoPrint records the typed name with the decision.

1. Click the approval status beside Approval Requested to open Review Order Approval.

   

2. Click Approve. This opens the response form without approving the order immediately.

   

3. Choose Approve order if the customer accepted the order.

   

   If updates are needed

   Choose Request changes instead.

   

   Enter the required comment in Changes needed. YoPrint saves it as the customer change note.

   

4. Review any enabled approval terms, then enter your full name in Type your full name to sign to sign and certify the response.

   

5. Click Sign & Approve Order to record approval.

   

   If you chose Request changes, click Sign & Request Changes instead.

   

6. Click Close to return to the sales order page.

   

You can customize approval terms for your shop.

Customize approval terms

Set sales order approval terms for customers to review when they sign their response to an order.

Request approval after changes

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

Use Live Edit to change items or quantities. If you already updated the order, skip to step 4.

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

   

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

   

3. Click Save and Close to return to the order.

   

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

   

5. Choose Create Sales Order Approval. Continue at Message to customer in Send a sales order approval request.

   

Review earlier requests

Earlier completed requests remain available as permanent read-only records.

Click the approval status beside Approval Requested to open Review Order Approval.

If the order has more than one request:

1. Open the selector showing the request count, such as 2 of 2.

   

2. Choose an earlier request to read its message, signature and change comment. The newest request is labeled Latest.

   

3. Click Jump to latest to return from an older response to the current request.

   

Cancel an unanswered request

You can cancel a request while it is Pending, Sent or Seen.

If you have already emailed the request, let your customer know it no longer needs a response.

If a previous completed request exists, the Approval Requested row in Admin displays that approval again. If no previous request exists, the row returns to Create Request.

From the sales order page:

1. Open the three-dot Approval actions menu beside Order Approval.

   

2. Choose Cancel Request.