Sales: customer approvals

Customer-facing Quotes and Claims open from their public links. Customers do not need to sign in to view the public page.

Key concepts

• Approve Quote is an internal action for a Quote in DRAFT status. It changes the Quote to APPROVED. The action is available only to people with the required Sales permission.
• Accept and Reject are customer responses on a public Quote. A customer can respond only while the Quote status is SENT.
• A Quote can be sent to a customer after internal approval. Quotes in DRAFT status cannot be sent for customer review.
• A public Claim shows its claim information, project information, dates, payment details, and customer actions. Customer actions are available when the Claim status is Sent or Questioned.
• On a Claim, Accept Claim and Decline Claim submit the customer’s decision. Add Questions lets the customer request clarification before deciding.

How to approve a quote

1. Open Sales and then Quotes.
2. Open the Quote, or use its row action in the Quotes list.
3. Confirm that the Quote is in DRAFT status and review the Quote details, client information, estimated value, and work schedule.
4. Select Approve Quote.
5. After the action completes, confirm that the Quote status is APPROVED.
6. Use the available sending action to email the Quote to the customer. The customer receives a public Quote link for review.

If Approve Quote is not available, the Quote may not be in DRAFT status or you may not have permission to approve it.

How to review a claim

1. Open the public Claim link you received.
2. Check the Claim number, Project, Claim Date, Payment Due Date, Period, Last Claim, and Status.
3. Review the information about the Claim, Project, dates, amounts, and listed work.
4. In Claim Actions, choose one of the following:
   • Select Accept Claim to accept the Claim.
   • Select Decline Claim to decline the Claim.
   • Select Add Questions to request clarification.
5. If you add questions, enter at least one question, select Add Another Question if needed, and then select Submit Questions. Select Cancel to leave the question form without submitting it.

When a Claim is in Questioned status, review any Questions & Answers shown before responding. You can select Add More Questions to ask for further clarification.

How to use customer approval links

Quote links

1. Open the Quote link from the email sent by 3PM Command.
2. Review the Quote name, Quote number, Client, Quoted date, Estimated Value, and Timeline.
3. Under Your decision, select Accept or Reject.
4. Wait for the confirmation message and the updated status.

The Quote link sent by email includes the recipient’s email address so that an acceptance can be recorded against that email address. If you open a Quote link without that email information, Accept cannot be recorded; reopen the link from the email you received.

Claim links

1. Open the public Claim link from the email sent by 3PM Command.
2. Review the Claim information and available Questions & Answers.
3. Select Accept Claim, Decline Claim, or Add Questions in Claim Actions.

Tips & things to know

• Review the Quote before selecting Approve Quote. Internal approval is separate from the customer’s Accept response.
• A customer can respond to a public Quote only while its status is SENT. A Quote in ACCEPTED, REJECTED, EXPIRED, DRAFT, or APPROVED status shows information about its current state instead of the customer decision buttons.
• A Quote that has been accepted shows Quote accepted and the acceptance date when available. A rejected Quote shows Quote declined. An expired Quote shows Quote expired.
• A Claim’s customer actions are available only in Sent or Questioned status. If they are unavailable, check the current Status shown on the public Claim page.
• A Claim question must contain text. Empty questions are not submitted.
• If a public Quote link cannot be opened, the link may have expired or you may not have permission to view that Quote. Ask the sender for a current link.
• Keep the public link private and share it only with the intended customer.

FAQ