Customer Proposal Approval Process
Once you send a proposal, customers can review and approve it through the secure customer portal. DrillerDB's approval workflow is designed for simplicity and legal compliance.
Customer Portal Experience
Customers receive an email with a unique, secure link to view their proposal. When they click the link, they see:
- Your company branding and contact information
- Complete line item breakdown with pricing
- Total cost including any taxes or deposits
- Clear terms and conditions
- Digital signature field for approval
The portal is mobile-responsive, allowing customers to review and approve proposals from any device.
Digital Signature Capture
To approve a proposal, customers must:
- Type their full name in the signature field
- Check the box agreeing to terms and conditions
- Click the approval button to finalize
The typed signature is legally binding and timestamped. DrillerDB stores the signature data securely for your records.
Down Payment Integration
If you've configured a down payment requirement, the approval workflow integrates payment processing. Depending on your settings, customers can:
- Required payment: Must complete payment to approve the proposal
- Optional payment: Choose to pay now or approve without payment
- No payment: Approve with signature only
Payment processing uses Stripe's secure infrastructure, supporting both credit cards and bank transfers (ACH).
Approval Notifications
You receive instant notifications when proposals are approved:
- Email notification: Sent to the project manager or office staff
- In-app notification: Alert appears in your DrillerDB dashboard
- Project status update: Proposal status changes to "Approved"
These notifications ensure you can start scheduling and procurement immediately after approval.
Converting to Open Job
Once approved, proposals typically convert to "Open Job" status. This triggers your workflow for:
- Scheduling the project
- Ordering materials
- Assigning field crew
- Creating work orders
You control when and how this conversion happens based on your company's processes.
Tracking Approval History
DrillerDB maintains a complete audit trail of the approval process, including:
- Who signed the proposal
- When the signature was captured
- IP address and device information
- Payment status if applicable
- Any proposal modifications before approval
This documentation provides legal protection and helps resolve any customer disputes.
Voiding and Revising Proposals
If you need to make changes after sending a proposal, you can void the existing version and create a revised proposal. Voided proposals remain in the system for reference but cannot be approved by customers.
Always communicate with customers before sending revised proposals to explain the changes.