On Cloud, "Proposal Acceptance" is the workflow customers use to accept project, service, and change order proposals you share or present. Proposal Acceptance includes collecting the customer's name and signature, collecting deposit payments for the project, and providing a PDF of the proposal for download.
Proposal Acceptance settings
You can customize the Proposal Acceptance workflow at various levels: Company-Wide, Proposal Template, and the Proposal.
Company-Wide settings
You can configure company-wide settings for the Proposal Acceptance process.
To configure the settings:
1/ Go to "Settings > Proposal > Settings."
You can find the "Acceptance and Signature Defaults" section on the page.
All three settings: "Client Acceptance," "Signature," and "Signature section on PDF" are set to some default values for all Cloud customers.
The Client Acceptance default value is automatically applied to existing proposal templates.
The Signature default value is not automatically applied to all proposal, service quote, and change order proposal templates so that you can keep your existing preferences.
The Signature section of PDF default value is automatically applied to all proposal, service quote, and change order proposal templates.
Below each setting dropdown, you can see how many templates use the current value and how many don't. If you change a setting in a template, Cloud updates the count of templates that use and don't use the company-wide default value for that setting.
2/ Retain or change the default values in the "Acceptance and Signature Defaults" section.
a/ For Client Acceptance, select one of the following:
Allowed: This enables the Proposal Acceptance workflow for proposals. Customers see the "Accept and Sign" or "Accept and Pay" button to accept the proposal.
Budgetary: This does not show the "Accept and Sign" or "Accept and Pay" button. Proposals show a Blue banner at the top.
The following screenshot shows a proposal with the Client Acceptance setting set to "Budgetary."
b/ For "Signature," select one of the following:
Required: This shows the text box for the customer to add their signature when they want to accept the proposal.
Hidden: The signature text box is not displayed.
c/ For "Signature section on PDF," select one of the following:
Shown: This shows the signature, timestamp, name, email, IP address, customer name, and quote number on the last page of the proposal PDF that the customer can download
Hidden: The signature, timestamp, and other details are not displayed on the last page of the proposal PDF.
The following screenshot shows how the last page of the proposal PDF looks when the Signature setting is set to "Required," and the Signature section on PDF setting is set to "Shown."
Settings on the proposal template
The company-wide Proposal Acceptance settings propagate to existing proposal, service quote, and change order templates under "Settings> Proposal."
You can change the default values of these settings at the proposal template level.
Check out this article for more details.
Settings on the proposal
When you apply a proposal template to a proposal, the template's Proposal Acceptance settings apply to the proposal.
You can change the default values of the settings at the proposal level.
Check out this article for more details.
Customer-View of Proposal Acceptance settings
This section describes how the customer view of proposals changes with different Proposal Acceptance settings.
#1 Acceptance
If you set the "Client Acceptance" setting to "Budgetary," the "Accept" button is not displayed on the proposal.
#2 Signature on proposal
If you set the "Client Acceptance" setting to "Allowed" and the "Signature" setting to "Required," the proposal displays the "Accept & sign" button. When the customer clicks the button, they see a modal with their email and name pre-populated, and a draft signature.
The customer can update the text boxes if needed, then click "Accept proposal" to accept it.
If you set the "Client Acceptance" setting to "Allowed" and the "Signature" setting to "Hidden," the proposal displays the "Accept & pay" button. The signature text box is not displayed.
#3 Signature on proposal PDF
If you set the "Signature section on PDF" setting to "Hidden," the signature you collect and other details are not shown on the last page of the proposal PDF.
Collect down payment
By default, Cloud prompts the customer to pay a "down payment" amount when they accept a proposal. The amount depends on the payment schedule template applied to the quote.
You can choose whether to prompt the customer to pay the down payment amount.
With down payment
If you have enabled D-Tools Payments or any other Cloud-supported payment integration, an "Accept & Pay" button appears.
In the modal where the customer enters the email, name, and signature, the "Accept & Proceed to Payment" button appears. Clicking this button allows the customer to pay the down payment amount via the payment modes enabled for the relevant quote.
Without down payment
If you don't want to collect the down payment, you can apply a payment schedule template without a down payment milestone or temporarily disable D-Tools Payments until the proposal is accepted.
Check out this article for more details.
Cloud will no longer prompt for a down payment.
PDF of the proposal
By default, the proposal displays the "Download" button. When the customer clicks "Download," they can download the proposal, alternates and options, and any attached files.
If you don't want to allow downloading the proposal and its files, you can disable the Download button when configuring the Proposal-Sharing settings.
Check out this article for more details.
The option to display the signature, timestamp, name, email, IP address, customer name, and quote number on the last page of the PDF is described here.