Approving estimates [in-depth guide]

Guide contents: Internal approver | External approver | Resources

Most users will have an internal approver process for estimates, and leave the client-facing side of this process from the PDF they sent in the previous step (Printing/emailing estimates).

Internal approver

Approve

• When a new estimate is created, the internal approver defaults to the account manager of said project.
• If the approver is another user, then a Submit button will appear instead of an Approve button.

Send for approval

• If sent for approval, the estimate will appear in the My items to approve widget & Pending approvals screen.
• When reviewing, you can add an approver comment that can be seen in the settings of the estimate, and used in customized reports to show this data.

Example email sent to Internal Approver

Approved

Once approved, the estimate's financial details cannot be edited, this estimate will now become (or be included in) the budget.

Additionally, you can populate the signature font in the employee record of the one who approved the estimate. This will create a stylized name that will appear in the approved section of the PDF.

You can also set up your signature font to have your name appear in a scripted font for Printing/emailing estimates.

External approver

If you want to include the client in the approval process in Workamajig, you can add the contact to the External approver field.

NOTE: You can skip this process if you are simply going to email the printed PDF to the client for review and follow up with them personally.

Internally approved

• The estimate still needs to be approved internally before being sent to the external approver.
• Once the estimate is approved internally, it is then automatically emailed to the contact listed in the External approver field.
• You can see the status change next to the approver names. For example: approved "internal", sent for approval "external".

Example email sent to External Approver

Subject: Please approve this estimate online for project 00-ABC-0001

External approver review

The contact can review & make a decision only so long as there is an email address in their contacts record. They will have no access to the system otherwise.

Any comments added will be visible in the estimate settings and customized reports show this data.

Approved externally

Once approved both internally and externally, this estimate will now become (or be included in) the budget.

Resources

Creating POs [in-depth guide]

Auto-assign [in-depth guide]

Budget & notifications [in-depth guide]

Using estimates for project templates [in-depth guide]

Notifications bell [guide]