Quote approvals turn proposed scope into approved work. Fieldified keeps the quote, client feedback, deposit details, signature, and job conversion path connected so sales and operations can move quickly after approval.
Open Quotes to send and track approvals.
Before sending a quote
Before sending, review:
- Client and property.
- Quote title and number.
- Salesperson.
- Products and services.
- Optional line items.
- Discounts, tax, and total.
- Required deposit or payment schedule.
- Attachments and images.
- Client message.
- Contract disclaimer.
- Client view settings.
Preview as client so the approval path is clear.
Send quotes to clients
Quotes can be sent by email or text message.
Sending the quote changes it from draft to awaiting response, unless it was already marked awaiting response.
Send by email
Use email when the quote includes more detail, attachments, images, or terms the client should review carefully.
Before sending:
- Review recipients.
- Review the email message.
- Confirm whether the PDF should be attached.
- Confirm the quote link opens the client-facing view.
- Send the email.
Update default quote email wording in Email Templates.
Send by text message
Use text message when the client prefers quick mobile communication.
Before sending:
- Review the recipient phone number.
- Review the message.
- Confirm the quote link is included.
- Send the text.
Use email instead when the quote has attachments the client should keep with the quote.
What clients see
Clients open the quote in the client-facing portal.
They can:
- Review scope and pricing.
- Select optional line items.
- View images and attachments.
- Approve the quote.
- Sign when required.
- Pay a required deposit.
- Request changes.
If a quote includes a deposit, the approval button clearly indicates that payment is part of approval.
Signature and approval
When signatures are required, the client signs as part of the approval flow. The signature is saved with the quote record and can appear on the quote PDF.
After approval:
- The quote status changes to approved.
- The team is notified.
- The approval is recorded in the quote activity.
- The quote can be converted into a job.
Client Hub settings
Client-facing quote behavior is managed in Client Hub settings.
Review:
- Client menu visibility.
- Quote approvals.
- Required signatures.
- Clients can request changes.
- Scheduled appointment visibility.
These settings affect what clients see when they open a quote.
When a client requests changes
Clients can request changes instead of approving when the quote needs revision.
When changes are requested:
- The quote status changes to changes requested.
- The requested change is saved on the quote.
- The assigned team member or admin is notified.
- The quote should be edited or resent.
After revising, send the updated quote back to the client or mark it awaiting response so the client can review again.
Manually approve a quote
Use manual approval when the client approves outside the client portal, such as by phone, email, or in person.
From the quote detail page, mark the quote approved. Add a note explaining how approval was received so the record is clear later.
Convert an approved quote to a job
Once the quote is approved, convert it to a job.
Fieldified carries the approved quote details into the job so operations can schedule visits, assign team members, and prepare invoicing.
See Converting a quote to a job for the full workflow.
Edit an approved quote
Be careful when editing approved quotes. Changes to totals, deposits, line items, client message, contract disclaimer, or quote number can affect what the client approved.
When you make meaningful changes after approval:
- Review the old approved version.
- Update the quote.
- Add an internal note explaining the change.
- Send the updated quote for review again when client sign-off is needed.
Follow up on quotes
Follow-up is part of the approval workflow.
Use follow-up tools to:
- Remind clients about awaiting response quotes.
- Keep quote reminders on the schedule.
- Prompt salespeople to call or email.
- Move stale quotes to archive when they are no longer active.
Use Quotes Conversion Report to review how approvals and follow-ups affect conversion.