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WorkSnap Pro

Estimates & Change Orders

Digital Signatures & Approvals

Learn how customers review and approve estimates with typed or drawn digital signatures, what WorkSnap records with each approval, and how deposits work.

At a Glance

  • Customers can approve estimates with digital signatures from any device
  • Choose between typed or drawn signature capture for flexibility
  • Signature records include the signer name and a timestamp

Get customer approval on estimates with secure digital signatures.

Why Digital Signatures?

Digital signatures provide:

  • Legal protection - Documented customer agreement
  • Professionalism - Modern, paperless workflow
  • Speed - Instant approval from anywhere
  • Convenience - Customers sign on any device

Digital approvals are part of the wider estimating workflow in WorkSnap Pro. For a look at everything that comes with it, explore the features overview.

How It Works

Sending for Signature

  1. Create and send your estimate
  2. Customer receives email with view link
  3. Customer reviews the estimate
  4. Customer signs digitally to approve
  5. You're notified of approval

Customer Experience

When customers receive your estimate:

  1. Email notification with estimate summary
  2. View button opens the customer portal
  3. Full estimate displayed with all details
  4. Approve button initiates signature process
  5. Signature capture (typed or drawn)
  6. Confirmation that estimate is approved

Signature Options

Typed Signature

Customer types their name:

  • Quick and simple
  • Full legal name required
  • Timestamp recorded

Drawn Signature

Customer draws their signature:

  • Finger on mobile device
  • Mouse or trackpad on desktop
  • More personal feel

Approval Details Captured

When a customer approves, WorkSnap records:

Data Purpose
Full name Signer identification
Signature Visual confirmation
Email address Contact verification
Timestamp When signed

This information creates a record of the signing event for your files.

Viewing Signatures

To see a signature:

  1. Open the approved estimate
  2. View the Approval section
  3. See signature, name, and timestamp

Notifications

You Receive

  • Email notification of approval
  • In-app notification
  • Estimate status updates to "Approved"

Customer Receives

  • Confirmation email
  • PDF copy of signed estimate
  • Deposit payment link (if applicable)

Deposit Collection

If deposit is required on the estimate:

Prerequisite: You must have at least one payment processor connected (Stripe, PayPal, or Square) in Settings > Payments for customers to pay deposits online.

  1. After signing, customer sees deposit amount
  2. Pay Deposit button appears
  3. Customer pays via connected payment processor
  4. Payment recorded and confirmed
  5. You're notified of both approval and deposit payment

Declined Estimates

If customer declines:

  1. Customer clicks Decline instead of Approve
  2. Optional: Customer provides reason
  3. You're notified of decline
  4. Estimate status updates to "Declined"

Following Up on Declines

  1. Review decline reason (if provided)
  2. Contact customer to discuss concerns
  3. Create revised estimate if needed
  4. Send new estimate for review

Expired Estimates

If estimate expires before approval:

  • Status changes to "Expired"
  • Customer can no longer approve
  • You can extend or create new estimate

Extending an Expired Estimate

  1. Open the expired estimate
  2. Click Edit or Extend
  3. Set new expiration date
  4. Resend to customer

Customer Portal Features

Your customers can:

Feature Description
View estimate Full details and pricing
Ask questions Send messages about estimate
Approve Sign digitally
Decline Reject with reason
Download PDF Save for records
Pay deposit Submit deposit payment

Security & Compliance

WorkSnap digital signatures include:

  • Secure links - Unique URLs that are hard to guess
  • Encryption - Data protected in transit and at rest
  • Audit trail - Complete signing history with timestamps
  • Legal validity - Designed to support ESIGN/UETA-compliant electronic signing workflows

Note: For specific legal or compliance requirements in your industry or jurisdiction, consult with your legal counsel.

Best Practices

  1. Clear pricing - Detailed line items reduce questions
  2. Reasonable validity - 14-30 days typical
  3. Follow up - Contact within 48 hours if not signed
  4. Answer questions - Respond quickly to customer queries
  5. Require deposit - Commitment increases show-up rate

Troubleshooting

Customer Can't Find Email

  • Check spam/junk folders
  • Verify email address
  • Resend the estimate

Signature Not Working

  • Try different browser
  • Ensure JavaScript enabled
  • Use mobile device if desktop issues
  • Estimate may have expired
  • Resend with extended validity

Want to try the approval flow before sending it to a customer? Create a free WorkSnap Pro account and send a test estimate to your own email.

Previous: Creating Professional Estimates Next: Change Orders

What Happens Next

  1. 1Customer receives email notification with estimate link
  2. 2They review the full estimate in the customer portal
  3. 3Approve button initiates signature capture (typed or drawn)
  4. 4You receive instant notification of approval: convert to invoice with one click

Common Questions

Are digital signatures legally binding?
Electronic signatures are broadly recognized in the United States under laws such as the ESIGN Act and UETA, though requirements vary by situation. WorkSnap records the signer name and a timestamp with each approval. For advice about your specific contracts, consult a legal professional.
Can customers decline an estimate?
Yes, there's a Decline option in the portal. You'll be notified and can follow up or send a revised estimate.
What if a customer wants to request changes?
They can add comments when declining. Review their feedback, duplicate and modify the estimate, then resend.

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