Field Promax

Sending & Approval

Send estimates to your customers for review, track approval status, and manage the approval workflow through email and SMS notifications.

Before you start:

  • You need an existing estimate in Open status. See Creating an Estimate.
  • The customer record should have a valid email address or mobile number for delivery.

How to Access

Navigate to Estimates → click on an open estimate to open its detail page. Then click Actions → Send for Approval.

Sending an Estimate for Approval

  1. Open the estimate you want to send.
  2. Click Actions → Send for Approval. The Send for Approval modal opens.
  3. Review the Message Preview in the rich text editor. This is the email body your customer will receive. You can customize the message before sending.
  4. Note the Online approval link displayed below the editor. This is the unique URL where the customer can view, approve, or request changes to the estimate.

Sending via Email

  1. In the Send via Email section, click Copy to Clipboard.
  2. Open your email client and paste the copied content into the email body.
  3. Address the email to your customer and send it.

Sending via Text Message

  1. In the Send via Text section, enter the customer's Phone Number.
  2. Click Send Text Message.

Result: The customer receives a text message with a link to view and approve the estimate online.

What the Customer Receives

When a customer opens the approval link, they see a professional estimate document that includes your company logo, company information, the estimate details, all line items with quantities and prices, and the grand total. At the bottom, the customer has two options:

  • Approve Estimate — the customer signs with a digital signature, enters their full name, and clicks to approve
  • Request Changes — the customer describes the changes they want in a text area and submits the request

Tracking Approval Status

On the estimate detail page, the approval status is displayed in the tab header area:

  • Pending Approval (yellow badge) — the estimate has been sent but the customer has not yet responded
  • Approved (green badge) — the customer approved the estimate. The approver's name and approval date are shown.

You can check approval status at any time by opening the estimate. The status badge updates automatically when the customer takes action.

Resetting Approval

If you need to make changes after a customer has approved an estimate, you can click Actions → Reset Approval. This clears the approval status so you can update the estimate and send it again for a new review.

Tip: Use the SMS option for time-sensitive estimates. Text messages are typically read within minutes, helping you get faster approvals.

Next Steps