Send Quotes Customers Can Approve and Sign From Their Phone
Send a quote, the customer taps a link in their email, reviews it on their phone, signs with a finger or by typing their name, and you get notified the moment they approve. No printing, no scanning, no chasing.
What this changes
Before: you sent a quote as a PDF or formatted email. The customer either replied "looks good" or you never heard back. There was no built-in way to know when they read it, and no clean way for them to formally approve.
Now: when you click "Send for Approval" on a draft quote, RadiusOS emails the customer a link to a mobile-friendly page where they can review the line items, tap a signature pad to sign (or type their full name as a fallback), and approve. You see exactly when they opened it, when they signed, and what they signed.
The customer doesn't need a RadiusOS account, doesn't download an app, and doesn't sign up for anything. They just tap the link.
Quotes still support the old "Send read-only copy" flow if you just want to email a formatted quote without the signature step. The new approval flow is opt-in per quote.
How to send a quote for approval
Open the customer's record and go to the Quotes tab
Find the customer you want to send a quote to. Click into their detail page and open the Quotes tab. Build the quote the same way you always have: line items, quantities, prices, tax, valid-until date.
Click "Send for Approval"
On any draft quote, the primary teal button reads "Send for Approval". Clicking it mints a one-time link, locks in the current terms as the snapshot the customer will see, and emails the customer with a tap-to-review button. The link is also copied to your clipboard as a backup in case you want to send it over text or another channel.
The customer reviews and signs
The customer taps the link, lands on a mobile-first page branded with your business name and logo, reads the quote, signs with their finger on the canvas (or types their name if they're not on a touch device), and taps Approve. They can also tap Decline or Request Changes if they're not ready.
You get notified and the record updates
When they approve, the quote moves to status Accepted and the customer's pipeline stage advances automatically when applicable (for example, Quote Sent advances to Approved or Scheduled, depending on your template). The signature image, timestamp, IP address, and browser info get recorded on the quote for your records. The customer's Activity feed shows the approval event.
Resend or copy a fresh link if needed
If the customer says they never got the email, the quote detail now shows "Resend approval link" and "Copy fresh link" buttons. Both work without re-sending the original email if you'd rather text the link directly.
If you need to revise the quote after sending it for approval but before the customer signs, edit the quote and send a fresh link. The old link becomes invalid the moment you do.
What the customer sees
The approval page is built to look right on a phone first. Customers see:
- Your business name and logo at the top (pulled from your Organization Profile)
- A short intro that explains what they're looking at, written for the kind of business you run (roofing customers see roofing language, real estate clients see real-estate language, etc.)
- The full line-item breakdown with totals
- Any scope notes or terms you included
- Three options: Approve and sign, Decline, or Request changes
- An E-SIGN consent block above the signature pad explaining what they're agreeing to and how to withdraw consent
If they choose to sign, they can either draw a signature on the canvas or type their full name. They also type their full legal name in a separate field before the Approve button activates.
Test it on yourself first. Send a quote to your own email address and tap through the customer flow on your phone before you send one to a real customer. The whole flow takes under a minute.
What gets recorded
When a customer approves a quote, RadiusOS captures and stores the following on the quote and in a separate audit trail:
- The signature image (the canvas drawing they made with their finger, or empty if they typed their name)
- The typed full name they entered
- The date and time the link was opened, signed, and submitted
- The IP address the request came from
- The browser and device user-agent string
- A snapshot of the exact terms and line items they saw, locked in at send time
This information is intended for your own dispute resolution and record-keeping. You can see it on the quote detail page under the Approval activity section.
RadiusOS captures a digital signature with a timestamp and IP address, which is a useful record for most everyday business contracts. It is not a substitute for legally required documents in regulated transactions (real estate closings, healthcare consents, financial disclosures, or any contract your state requires to be witnessed, notarized, or executed through a state-licensed system). For those, keep using your existing closing or compliance tools and use RadiusOS approvals for the surrounding service agreements only.
Pipeline stage advancement
When a customer approves a quote, RadiusOS tries to advance the customer's pipeline stage automatically. The match is based on stage labels and only happens when the current stage looks like a "quote was sent" stage and a later "approved" stage exists in the workspace.
Recognized "sent" stage labels include: Quote Sent, Proposal Sent, Estimate Sent, Awaiting Approval, Sent for Approval.
Recognized "approved" target stage labels include: Approved, Accepted, Signed, Scheduled, Booked, Won.
If the current stage doesn't match a recognized "sent" label, or if there is no later "approved" stage in the workspace, the pipeline stage stays where it is. The quote still gets marked Accepted and the audit trail still gets recorded. The auto-advance is a convenience, not a requirement.
If you want auto-advance to work for your specific template, rename your stages to use one of the recognized labels above. For example, rename "Pending" to "Quote Sent" and rename "Confirmed" to "Approved".
Decline and Request Changes
Customers can also tap Decline or Request Changes instead of signing.
Decline marks the quote as Declined and records the audit event. The customer can include a short reason on the way out. You'll see it on the quote detail and in the customer's Activity feed.
Request Changes leaves the quote in its current status but records that the customer asked for revisions. The customer can include a note explaining what they want changed. You can then revise the quote in RadiusOS and send a fresh approval link.
Both paths give the customer a graceful way out without ghosting you, which is most of the value in capturing the moment they make a decision either way.
Plans and limits
Quote approvals are included with the existing Quotes feature on every plan. No new plan flag, no upgrade required if you already have access to quotes.
| Plan | Active quotes and invoices | Approval flow included |
|---|---|---|
| Free | 5 active | Yes |
| Pro | 25 active | Yes |
| Business | Unlimited | Yes |
| Team | Unlimited | Yes |
Branding on the customer-facing approval page (your logo, accent color, payment instructions) comes from your Organization Profile. Pro and above get the full branded experience; Free workspaces see a clean default with your business name and a small "Powered by RadiusOS" footer.
Frequently asked questions
Does the customer need a RadiusOS account? No. The link works for anyone who has it. The signature page does not require sign-up, sign-in, or any account.
Can the customer sign on a desktop? Yes. The page works on any modern browser. On desktop, the signature canvas accepts a mouse drag instead of a finger. The type-your-name fallback is always available.
What if the customer forwards the link to a spouse or partner? Whoever opens the link and signs is recorded as the signer. The name they type and the signature they draw are the record. If you need both parties on a contract, send each one a separate link (or wait for multi-signer support, which is on the roadmap).
What happens to the link after the customer signs? The link continues to work as a read-only confirmation page so the customer can refer back to what they signed. You can also see the same page from the quote detail in your workspace.
Can I revoke an approval link before the customer signs? Editing or revising the quote invalidates the existing link. The customer will see a "this quote was updated" page if they try to use the old link.
Does this hold up if a customer disputes the work? RadiusOS captures a digital signature with a timestamp, an IP address, and a snapshot of exactly what the customer saw when they signed. That record functions the same way as a signed PDF for routine service agreements between a business and a customer. Whether it stands up in a specific dispute depends on the type of contract, your state, and the customer's intent at the time. For regulated transactions (real estate closings, healthcare consents, financial disclosures), keep using your existing closing or compliance system. See the warning callout in the "What gets recorded" section above.