What this guide covers
This guide walks you through the complete quote approval workflow in JobsiteOn. You will learn how quotes move from draft to accepted, what the customer sees at each stage, and what actions you should take as the status changes.
The approval workflow stages
A quote moves through these stages in order:
- Draft — You create and save the quote but have not sent it.
- Sent — You send the quote to the customer via email.
- Viewed — The customer opens the quote link.
- Accepted or Declined — The customer responds.
Screenshot: A horizontal workflow diagram showing the five status stages with arrows connecting Draft to Sent to Viewed to Accepted/Declined.
Stage 1: Draft
The quote exists in your system but is not visible to the customer.
What to do:
- Review line items, pricing, and terms.
- Preview the proposal PDF.
- Send when ready.
Stage 2: Sent
The quote has been emailed to the customer with a link to view it online.
What to do:
- Wait for the customer to open the link.
- The activity log records the send event with recipient and timestamp.
- If the customer does not respond within a few days, consider a follow-up.
Stage 3: Viewed
The customer has opened the quote link at /q/[token].
What to do:
- You receive a notification that the quote was viewed.
- This is a good time to follow up with a call or message to answer questions.
- The activity log records the view timestamp.
Tip: A Viewed status means the customer is actively considering your proposal. A timely follow-up at this stage significantly increases acceptance rates.
Stage 4a: Accepted
The customer clicks Accept on the quote portal page.
What happens:
- The quote status changes to Accepted.
- You receive a notification with the acceptance timestamp.
- The activity log records the acceptance event.
- The quote is ready to be converted into a job.
Next steps:
- Convert the accepted quote to a job. See Convert a Quote to a Job.
- Contact the customer to confirm scheduling and next steps.
Stage 4b: Declined
The customer clicks Decline on the quote portal page.
What happens:
- The quote status changes to Declined.
- You receive a notification with the decline timestamp.
- The activity log records the decline event.
Next steps:
- Follow up with the customer to understand their concerns.
- Consider revising the quote and resending if the feedback is actionable.
- Use the declined quote as a learning opportunity to improve future proposals.
Screenshot: The quote detail page showing an Accepted status badge with the acceptance date and time in the activity feed.
Responding to customer questions
If the customer has questions before accepting:
- They may respond to the email or call you directly.
- Address their concerns and make any necessary revisions.
- Edit and resend the quote if changes are needed. See Edit a Sent Quote.
- The customer can then accept the updated version.
Monitoring the pipeline
Use the quotes list at /quotes to monitor your entire approval pipeline:
- Filter by Sent to see proposals awaiting customer response.
- Filter by Viewed to see proposals the customer is reviewing.
- Filter by Accepted to see quotes ready for conversion to jobs.
- Filter by Declined to review lost opportunities.
Animation: The quotes list being filtered by status to show only Viewed quotes, with the list updating to display three proposals.
Best practices
- Follow up within 24 hours of a quote being viewed.
- Keep your follow-up friendly and helpful rather than pushy.
- Track your acceptance rate over time to identify what types of quotes convert best.
- After a decline, always ask for feedback to improve your proposals.
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