Track Quote Approvals
Give customers a straightforward way to approve quotes online, capture legally binding signatures, and trigger the job workflow.
Why customers love it
- Customers can approve immediately—no printing or scanning.
- Digital signatures are legally binding and stored with the quote.
- Accepted quotes convert into jobs automatically, keeping momentum.
- Every approval logs a date, time, and IP address for audit trails.
Enable online acceptance
- Settings → Quotes → Customer acceptance.
- Enable Online quote acceptance.
- Choose requirements: signature, terms acknowledgement, optional deposit.
- Configure post-acceptance actions (e.g. prompt to convert into a job).
- Save—future quotes now include Accept buttons and signature capture.
Customer portal experience
- Secure, tokenised link—no login required.
- Fully mobile-friendly so customers can approve on the go.
- Displays quote breakdown, terms, attachments, and total.
- Captures checkboxes for terms and collects typed name + signature.
- Includes a quick message box for final questions before approval.
Approval flow
- Customer receives the quote email/SMS with View & accept buttons.
- Opens the secure portal, reviews line items, and optional attachments.
- Checks “I agree to terms” (if required) and draws a signature with finger or mouse.
- Clicks Accept quote—Toolfy stamps the signature and status switches to Accepted.
- Your team receives an instant notification to schedule the job.
Digital signatures
- Require customer signature for every quote.
- Request additional signers (landlord, property owner, witness).
- Collect typed name alongside the signature for clarity.
- Store signatures permanently in the quote timeline and PDF.
Terms & conditions
Help customers understand the agreement before they sign:
- Include payment schedule, change-order rules, warranty coverage, and cancellation policy.
- Reference late fees or deposits if they apply to the work.
- Keep the language clear and customer-friendly—avoid legalese where possible.