Quote Approval and Digital Signatures
TallySpark's quote approval system provides a secure, legally-compliant way for clients to accept your proposals with digital signatures. Every approval is cryptographically verified with a complete audit trail.
How the Quote Approval Process Works
When you send a quote to a client, it moves through a structured lifecycle:
- Draft - Quote is being prepared and hasn't been sent
- Sent - Client receives an email with a secure viewing link
- Viewed - Client has opened and viewed the quote
- Approved or Declined - Client has made their decision
- Converted - Approved quote has been converted to an invoice
What Clients See When Viewing a Quote
Your client receives a professionally branded email containing a secure link. The viewing page displays:
- Your company branding and logo
- Complete quote details including line items and pricing
- Clear action buttons: Approve Quote and Decline Quote
- Payment terms and any special conditions
Digital Signature Capture Process
When a client clicks Approve Quote, they're prompted to provide a digital signature:
- A signature canvas appears where clients draw their signature
- The system captures verification data: IP address, browser, and timestamp
- Document hashing verifies the quote content hasn't been modified
- Signature hashing creates cryptographic proof of the approval
- All data is securely stored and linked to the quote record
How Approval Verification Works
Every quote approval includes a comprehensive audit trail:
- Signature Image - Visual record of the client's signature
- Timestamp - Exact date and time of approval
- IP Address - Geographic verification of where approval occurred
- User Agent - Browser and device information
- Document Hash - Cryptographic proof the quote wasn't altered
- Signature Hash - Unique identifier preventing tampering
Converting Approved Quotes to Invoices
Once a quote is approved, converting it to an invoice is seamless:
- Open the approved quote from your Quotes list
- Click the Convert to Invoice button
- Review the invoice details (all line items transfer automatically)
- Adjust payment terms or due date if needed
- Click Create Invoice to finalize
The original quote remains in your system with its approval record intact, and the new invoice is linked to it for a complete paper trail.