When you send a quote, your customer gets a link by text or email. This walks through exactly what they see when they open it, and what it takes on their end to approve it — including the signature step, which is easy to forget about until a customer asks "wait, I have to sign something?"
What the page looks like when they open it
The link opens a page headed Your Estimate, with your shop's logo/name at the top and "Quote #___ for [their first name]" underneath. Opening the link is also what marks the quote Viewed on your side — that happens automatically the first time they load the page, before they've decided anything.
Below that, they see:
- Vehicle (year/make/model), if one's attached to the quote
- Line items — each one's label, description, and price, with quantity shown as "2 × $45.00" style when there's more than one
- Subtotal, any applied fees, tax, and the Total
- A Deposit required to confirm line, if your quote has a deposit set
- Your Notes to the customer and your estimate footer text, if you set either
- Your shop's phone, email, and address, under "Questions? Contact the shop"
At the bottom, as long as the quote hasn't already been acted on, there are two buttons: Decline and Approve.
Approving requires an actual signature, not just a tap
Tapping Approve doesn't finish anything — it opens a panel titled "Sign to approve this estimate" with the instruction "Draw your signature in the box below, then type your name." Two things are required, both need to actually be filled in before the button will let them submit:
1. Your signature — a blank white canvas where they draw with a finger or mouse. It shows placeholder text reading "Sign here" until they start drawing, and there's a Clear link above it if they want to redo it. 2. Print your full name — a plain text field underneath, placeholder "e.g. John Smith."
Right below both fields is a consent line: *"By signing above you agree to the terms of this estimate and authorise [Your Shop Name] to perform the listed services at the quoted price."*
The Sign & Approve button stays disabled — greyed out and unclickable — until the canvas actually has a drawn stroke on it AND the name field has something typed in it. There's no way to approve with just a typed name and no drawing, and no way to skip the signature step entirely. A Cancel button next to it backs out to the quote view without submitting anything.
Once they tap Sign & Approve, the page swaps back to the normal view with a green banner: "Approved [date]."
If your quote has a deposit set
If the quote carries a deposit amount, the approved banner reads "Pay your deposit below to lock in your appointment," and a Pay $[amount] deposit button appears further down the page. Tapping it opens a card-entry form (processed through SalesThumb's payment partner) with the note "Secured by SalesThumb™ Payments · Your card is not stored." Once the card goes through, they see "Deposit received — thank you!" and the top banner updates to "Deposit received [date] · Your spot is locked in. The shop will confirm your appointment shortly."
If there's no deposit on the quote, the approved banner simply reads "The shop will reach out to schedule your appointment," and that's the end of it for the customer.
Declining is simpler — no signature involved
Tapping Decline opens a much lighter panel: "Decline this estimate," with an optional reason textarea (placeholder: "e.g. Price is over budget, needed it sooner..."). No signature or typed name is required to decline — just an optional note and a Decline Estimate button. After that, the page shows a red "Declined [date]" banner.
Where the signature ends up
The drawn signature and typed name aren't just for show — they're saved with the quote record. When you download the quote as a PDF from your side, an "APPROVED BY" section appears at the bottom showing the signature image, the printed name, and "Signed [date]." That's your paper trail if you ever need to show a customer signed off on the price before work started.
A couple of things worth knowing
- Once a quote is approved or declined, the Approve/Decline buttons disappear from the page — there's no way for a customer to re-open and change their answer from that link.
- If a customer opens a quote that's already expired, or that's already been converted to an invoice on your end, the approval won't go through — but nothing visibly tells them that on screen. If a customer says "I signed it but nothing happened," that's the likely cause; send them a fresh quote link rather than troubleshooting the old one.
Need help? Email info@roffik.com.
Related
- How to create and send a quote to a customer
- Customer portal — what customers can self-serve
- Warranty and quotes: how they actually connect
Frequently asked questions
Q: Does my customer just tap "Approve," or do they actually have to sign something?
A: They have to sign. Tapping Approve opens a panel with a blank canvas they draw a signature into, plus a field to type their printed name. Both are required — the Sign & Approve button stays disabled until a signature is drawn and a name is typed. There's no one-tap approval path.
Q: Can I see the customer's signature after they approve?
A: Yes. It's saved with the quote, and when you download the quote as a PDF from your side, it appears in an "APPROVED BY" section with the signature image, their printed name, and the date they signed.
Q: Does declining a quote require a signature too?
A: No. Declining just opens an optional reason field and a Decline Estimate button — no signature or name required.
Q: What happens if the quote has a deposit — do they have to pay before approving?
A: No, approval and payment are separate steps on the same page. Once they sign, if the quote has a deposit set, a "Pay deposit" button appears below with a card-entry form. It's presented as the next step to lock in their appointment, but signing itself doesn't require payment.
Q: My customer says they signed but nothing happened — what's going on?
A: If the quote had already expired, or had already been converted to an invoice on your end, the approval silently fails — no error message shows on their screen. Send them a fresh quote link instead of troubleshooting the old one.