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Get startedIn the residential construction world, waiting on paper contracts and chasing down signatures is an all-too-familiar frustration. For busy contractors, traditional approval methods – printing proposals, scheduling in-person meetings for signatures, or scanning and emailing documents – slow down the sales cycle.
Fortunately, there is a better way. By moving to efficient digital solutions like construction e-signature software, builders and remodelers can streamline their approval process. This article explores how you can approve quotes online using dedicated quote approval software to save time, reduce headaches, and win more business. Digital solutions are a game changer for the construction industry, significantly improving productivity and accelerating key workflows.
Relying on pen-and-paper approvals causes multiple pain points for construction businesses. Sending out a quote often means waiting days or weeks for the client to review and sign it. You might find yourself calling or emailing repeatedly, practically chasing that signature like a celebrity autograph. It’s a cumbersome, time-consuming ordeal.
Digital solutions can streamline this process by setting an expiration date for approvals, adding urgency and allowing for reminder notifications to be sent to those who do not respond in time.
Quote approval software is a digital tool that allows clients to review and sign quotes or estimates entirely online. Instead of exchanging PDFs or paper, you send an interactive web-based proposal that the client can approve with a few clicks. This software typically includes built-in e-signature capability, turning your quote into a legally binding agreement once the client signs. Providing accurate company details, including the primary company associated with the deal and its default country property, is crucial when creating quotes within a CRM system to ensure correct information is reflected in quotes and records. It seamlessly fits into your sales workflow by automatically notifying you as soon as a quote is accepted. No more printing or scanning – just a streamlined path from proposal to approval.
When you enable clients to approve quotes online, you remove one of the biggest bottlenecks in the sales cycle. Think about how quickly you could move from quote to contract if a client can simply click “Approve” on an online proposal. By eliminating delays for printing and signing, you can often get an approval back in hours instead of days.
Clients can also request approval for quotes, streamlining the process by routing approval requests through a structured workflow.
Allowing customers to approve proposals digitally means you’re not giving them extra time to second-guess or entertain competing bids – you capture their commitment on the spot. Faster approvals lead to faster project start times and show your company’s responsiveness.
One major benefit of using digital approval tools is the ability for clients to sign quote online without any special software or lengthy process. With the right platform, your client can review the detailed quote, agree to the terms and conditions, and provide an electronic signature in minutes. There’s no need to set up an account or download an app – signing via a secure link on their computer or phone is all it takes. Clients can easily submit their signed quotes through the platform for approval.
This simplicity improves the client experience. Homeowners appreciate the ease of doing business electronically. It also reduces errors (such as missing initials or pages) because the system guides the signer through every required field. The end result is an approved proposal with a time-stamped digital signature, giving both you and your customer instant confirmation and peace of mind.
Mid-project changes are common in residential construction, but getting signed approval for those changes (change orders) can be a hassle. With traditional methods, a change order might require another in-person meeting or back-and-forth email just to capture a signature, which slows down work on critical updates. Change order approval through a digital system eliminates this friction.
Using your quote approval software, you can generate a change order document and send it to the client immediately for electronic sign-off. The client receives the details and can approve the updated scope and price in moments, just as easily as approving the original quote.
All change orders are then stored alongside the initial contract, ensuring every modification is documented and agreed upon. This protects you from scope creep and unpaid extra work. Digital change order approval keeps projects on track and maintains clear communication whenever the project scope needs adjusting. Additionally, change orders can be utilized to offer suggestions for improvements or cost reductions, enhancing the overall project efficiency.
Specialized construction e-signature software is designed for the construction industry, going beyond generic signing apps. For example, a dedicated platform lets you embed a digitally signable contract directly into your proposals. All the important details – from work descriptions and material selections to payment schedules, warranty terms, and each line item – are presented clearly for the client.
Because it’s built for construction businesses, the software aligns with your typical workflow: an estimate turns into a proposal, which becomes a signed agreement, and any changes or change orders get appended seamlessly in the system. This integrated approach means you don’t have to juggle multiple tools or risk something falling through the cracks. The software takes care of sending reminders, collecting signatures, and organizing all approval documents, so you can focus on getting the work done.
A great advantage of digital approval solutions is the ability to customize each proposal with all the terms and conditions you need, then have the client sign that quote as a complete contract. You can include your payment schedule, legal terms, and any special conditions right in the proposal – the client sees a full contract ready to sign.
This approach ensures nothing is overlooked – clients won’t “forget” to sign an important page because everything is part of one interactive document. Clients can also request modifications or clarifications within the customizable contracts, ensuring all their needs are met.
Keeping track of which version of a proposal was signed, or when a particular change was approved, can be challenging if you’re sorting through email threads or piles of paper. Digital quote approval software removes that uncertainty by tracking every approval in one place. You can easily see the history of a project’s approvals – exactly what was signed and when – and if a client ever questions an invoice or scope item, you have a complete audit trail showing their agreement. This ensures that all documents are submitted on time for approval.
This transparency builds trust and accountability. Having an organized approval history also helps your team internally; project managers can quickly check if the client has signed off on a quote or change before scheduling work or ordering materials.
Switching to online approvals isn’t just about internal efficiency – it greatly improves the customer experience as well. Today’s homeowners are accustomed to doing everything online, from banking to shopping, and they expect the same convenience when hiring a contractor. When you offer a slick, easy way to review and sign documents electronically, customers take notice.
It shows that your construction business is modern, organized, and respectful of their time. No more asking a client to print out a lengthy contract, sign it, and scan or mail it back. Instead, they can approve a project with the click of a button from anywhere. This kind of simplicity and transparency can really set you apart from competitors.
Plus, a polished digital approval with your company’s branding instills confidence – the client knows exactly what they are agreeing to, which builds trust. In the end, happier customers and a more professional image lead to stronger relationships and repeat business. Digital approvals also ensure that contractors are paid promptly, avoiding complications that could lead to delayed or withheld payments for completed work.
Every minute you spend tracking down a signature or updating paperwork is a minute you’re not focusing on profitable activities like project management or lead generation. By leveraging construction e-signature software to streamline approvals, you can reclaim those lost hours.
The time savings from having clients approve quotes online is significant – what used to take days of back-and-forth can now happen in a single afternoon. Submitting documents digitally saves time and reduces administrative work.
You no longer need to drive across town just to get a piece of paper signed or sift through email attachments to find the latest version of a quote. The software sends reminders and stores all documents automatically.
With less administrative work, you and your team can manage more projects or spend more time on the job site. Speeding up the approval process not only accelerates each project but also frees you to focus on growing your business.
Effective project management is the backbone of any successful construction project. A well-planned project management strategy ensures that projects are completed on time, within budget, and to the required quality standards. This involves coordinating and controlling all aspects of a project, including scope, schedule, budget, and resources.
A comprehensive project management plan should outline clear goals, objectives, and timelines, along with a detailed breakdown of tasks and responsibilities. Regular monitoring and reporting are essential to keep projects on track and address any issues or deviations promptly. By maintaining a structured approach, construction companies can ensure that every project runs smoothly from start to finish.
In the construction industry, managing sensitive information and ensuring regulatory compliance are critical. Construction companies must implement robust security measures to protect their project management systems and processes. This includes access controls, data encryption, and backup procedures to safeguard sensitive information.
Compliance with relevant laws and regulations is equally important. Construction companies must adhere to industry standards related to health and safety, environmental management, and labor laws. Regular audits and risk assessments help identify potential security and compliance risks, ensuring that appropriate measures are taken to mitigate them. By prioritizing security and compliance, construction companies can protect their business and maintain trust with clients.
Construction companies need project management systems that can scale and adapt to changing project requirements and business needs. A scalable system should handle increasing volumes of data and user activity without compromising performance. Flexibility is also crucial, as construction companies must adapt their project management processes to different project types, sizes, and complexities.
A flexible project management system accommodates various workflows, approval processes, and reporting requirements. Cloud-based systems offer greater scalability and flexibility than traditional on-premise systems, allowing construction companies to scale up or down as needed. This adaptability ensures that project management systems can meet the evolving demands of the construction industry.
Implementing a new project management system requires careful planning and execution to ensure a smooth transition and minimal disruption to business operations. Construction companies should start by defining their project management requirements and identifying the key features and functionalities they need.
Selecting a project management system that meets these needs and fits within the budget is crucial. Developing a detailed implementation plan, including integration with existing systems and tools, ensures a seamless transition. Training and support are essential to help users become comfortable with the new system and use it effectively. By following these steps, construction companies can successfully implement a new project management system and enhance their operational efficiency.
Measuring the success of a project management system is vital to ensure it meets business needs and delivers expected benefits. Construction companies should establish clear key performance indicators (KPIs) to evaluate their project management system, such as project completion rates, budget variance, and customer satisfaction.
Regular reporting and analytics help identify areas for improvement and optimize the project management system for maximum benefit. Conducting regular reviews and assessments ensures that the system aligns with business objectives and strategies. Continuous improvement is essential to maintain the effectiveness and efficiency of the project management system over time. By measuring success, construction companies can ensure their project management system remains a valuable asset.
When looking at options for digitizing your approvals, consider the specific needs of your construction business. Not all e-signature tools are created equal – a generic app might lack the construction-specific features you require. The ideal quote approval software for contractors will offer:
Easy online quote approvals: The ability for clients to review and approve quotes online through an intuitive interface.
Built-in change order management: Features to create and send change orders for quick electronic approval, so scope changes are painless.
Customizable templates: Options to include terms, conditions, and payment schedules in your proposals, tailoring each contract to the project.
Notifications and tracking: Automated alerts when a client views or signs a quote, and a dashboard to monitor each approval.
Integration with construction workflows: Connectivity with your estimating, scheduling, and invoicing systems, so approved data flows into your project management and billing systems automatically.
Request approval: A systematic process to request approval for quotes, including routing of approval requests, structured approval stages, and the ability to request additional information.
By choosing a solution that ticks these boxes, you’ll ensure your investment truly streamlines the process rather than adding another layer of complexity. Bolster, for instance, is built specifically for construction professionals and includes an Approvals feature covering all the points above – from the first client signature to final payment tracking.
The days of waiting weeks to get a signed contract back are over. By embracing a modern, online approval process, you can close deals faster, keep projects on schedule, and stand out from the competition. Whether it’s getting a quick signature on a small repair job or managing approvals for a multi-phase renovation, going digital makes the whole experience easier for everyone involved. Digital approvals ensure that all documents are submitted on time, avoiding potential rejections or payment issues.
In the competitive construction industry, offering the convenience to sign quote online and approve changes with a click can be the difference that wins you the job. It’s time to leave behind the paper chase and confidently move into the future of contract approvals. With the right quote approval software in place – like the Approvals feature in Bolster – you’ll enjoy smoother projects, happier clients, and a more profitable construction business.
