Leads & Estimates

Sending Proposals and Signatures

Email the estimate proposal to your customer, collect a recorded electronic signature, and know what happens when a link expires.

Once the price is saved, you send the estimate to the customer as a proposal and they sign it online. You can send it in one click from the estimate, or write your own email in the Send Center. Either way the customer signs on a secure page opened from the email.

Before you send

  • Save the price. Click Update Estimate Total first. Send Estimate will not send a price that is not saved, and View Estimate always shows the saved version.
  • Check the customer's email. It comes from Moving From or Moving To on the estimate. If it is missing, add it with Edit Route and Save Route.
  • Finish company setup. Sending stops with "Company setup is incomplete" and names the missing steps until your setup checklist is done, including the Estimate terms and Terms review confirmation steps. See Initial Company Setup.

Sending in one click

On the estimate's Estimate tab, under Emails & Invoices, click Send Estimate and confirm. The customer gets your standard "Please Sign Your Moving Estimate" email with a button to review and sign.

You can send as many times as you need. Each send is its own signable copy, and earlier links keep working until they expire.

Sending from the Send Center

  1. Click Open Send Center. It opens in a new tab for that estimate.
  2. Check the recipient under Send to. Sending from shows the mailbox the email goes out from: your connected email or the company sender. See Email Integrations.
  3. Under Customer buttons, turn on Estimate Proposal ("Proposal review and signature"). You can also add a Bill of Lading or Storage Agreement signing link, or a Payment Link.
  4. Write your message or pick a template, click Preview, then click Send Email.

To text the link instead of emailing it, use Create & Copy Link. Signing links are created only when you send or copy them; a preview never issues a live link.

An estimate signing link is valid for 7 days from when you send or copy it.

Under each signing button, the email states exactly when it runs out, for example "Valid until Oct 15, 5:45 PM EDT. After that, call" followed by your office phone. The time is in your company's time zone, and the phone is the company phone under Settings → Company Information. With no office phone set, the line tells the customer to contact your company for a new link instead.

What the customer sees

The proposal page shows your company branding, the move details, the priced estimate and your terms, with Read Full Terms, Sign Credit Card Auth (a card authorization where the customer chooses an amount up to the estimate balance) and Download PDF buttons. To sign, the customer:

  1. Reviews the proposal and terms.
  2. Draws their signature in the Customer Signature box ("Sign here with your finger" on a phone). Clear Signature lets them start over.
  3. Types their name under Signer Name and checks the agreement box.
  4. Clicks Sign Estimate.

After signing

The page confirms Estimate Signed and shows the Signed At time and the signer's IP Address. If the customer opens the same link again, they see Estimate Already Signed instead of a second signing form. The signed copy is kept exactly as it was signed.

Back in the portal:

  • The Estimate Dashboard header shows an Estimate signed badge. CC auth signed and BOL signed badges appear once the customer signs a card authorization or a Bill of Lading, with a count when more than one was signed (for example BOL signed ×2). An In storage badge appears when the job is in storage. A link that was only sent shows no badge.
  • The signed proposal is on the Documents tab, with Signed By, Signed At and IP Address.

If the customer opens an estimate link after it expires, they see a clear page headed Your quote has expired. It shows your company name, your office phone with a large Call button, and their sales rep's name and email with an Email button.

The rep gets an in-app notification, Customer opened an expired link, once per link per day. If the lead has no rep, it goes to the estimate's rep, or to the admins who receive lead alerts.

To give the customer a new link, just send again with Send Estimate or the Send Center.

Checking what you sent

Email History under Emails & Invoices lists every email sent for the estimate. In an archived email, the customer's own links are removed for safety. Each button opens the staff view of the same document in a new tab instead, and hovering over it shows whether the customer's link is still valid or when it expired.

Good practices

  • Send from the correct department sender so replies reach your sales inbox.
  • If a customer reports a dead link, send a fresh one.
  • Make sure the Estimate terms and Terms review confirmation setup steps were completed before going live.