How to make an estimate easy to review and accept online

Send the client one place to review the scope, price, attachments, and terms, with a clear way to accept or ask a question. Online acceptance removes the printing and scanning, but the estimate still needs to explain the agreement well.

Put the decision-making details together

Describe the work and any exclusions, show the amount, and explain the payment schedule. Attach supporting drawings or proposal documents when they help the client assess the offer.

Check the recipient’s email address and tell them what response you’re asking for. A link alone isn’t a substitute for a clear introduction.

Keep a record of the response

In PayPolka, the client opens the estimate without creating an account. They can accept with their typed name or decline with a reason. Acceptance records the name, time, and IP address on the estimate.

If you’ve published terms, the estimate links to them and tells the client that accepting confirms those terms. Review your terms and document together before sending.

Understand what an electronic signature does

US federal law generally prevents a signature or contract from being denied effect solely because it is electronic. That doesn’t establish the enforceability of every agreement; other requirements and circumstances still matter. See 15 USC 7001.

Use an attorney for advice about the terms or signing process a particular contract requires. PayPolka records acceptance; it doesn’t evaluate your agreement’s legal sufficiency.

Follow through after acceptance

Acceptance doesn’t automatically create a bill. Decide what is due under the agreement, create the invoice for that amount, and review it before sending.

If the client requests more work later, use a change order so the additional scope has its own estimate and acceptance. That keeps the original agreement available for reference.

The online acceptance page explains the client experience. Billing an estimate walks through the next step.