Quoting & Invoicing
How to Let Customers Approve a Quote Digitally
Digital quote approval removes the friction of printing, signing and scanning. Customers approve from any device in seconds — and the installation company receives a timestamped, legally valid confirmation immediately.
5 min read
Why quote approval is still slow for most installation companies
Most installation companies still send quotes as PDF attachments. The customer prints, signs, scans and emails back — or worse, confirms approval verbally via WhatsApp with no written record. Both approaches slow the process and create risk: the verbal confirmation has no timestamp, and the print-sign-scan process has multiple failure points. Digital approval solves both problems.
What blocks digital quote approval adoption
These are the most common barriers to adopting digital quote approval.
- Assumption that customers need to create an account or install an app
- Uncertainty about the legal validity of digital signatures in the Netherlands
- No integration between quote software and digital approval tools
- Fear that customers will not know how to approve digitally
- Existing quote workflow is too manual to add a digital approval link
How digital quote approval works in practice
A well-implemented digital approval flow is simpler than PDF-plus-email for both sides.
- Customer receives a link to the quote via WhatsApp or email
- Quote opens in the browser — no app, no account required
- Customer reviews the quote, asks questions if needed, then clicks approve
- Approval is timestamped and stored automatically
- The installer receives a notification and the scheduling flow is triggered
When EasyQ fits and where to start
EasyQ includes digital quote approval with every sent quote — no separate tool needed. The approval link is included in the WhatsApp or email message, the customer approves from their phone, and the confirmation triggers the next steps automatically. The legal validity question is addressed through clear terms on the approval page. Start by converting your next three quotes to digital format and measuring how much faster approval comes back compared to your current method.
- Send the next three quotes via EasyQ with the digital approval link
- Note how quickly customers approve compared to your current method
- Ask one or two customers about their experience with the digital process
- Check that your quote terms are clearly displayed on the approval page
Frequently asked questions
Is a digital quote approval legally binding in the Netherlands?
A digital approval with a timestamp and clear identification of the approving party is generally legally valid in the Netherlands. Consult your legal advisor for contracts above a specific value threshold.
What if the customer wants to discuss the quote before approving?
The digital approval link can include a 'question' or 'call me' option alongside the approval button, so customers can request clarification without emailing or calling separately.
Can EasyQ store the digital approval for legal reference?
Yes. EasyQ stores the timestamp, approval status and customer identification for every digitally approved quote in the account history.
EasyQ
Want to see this working in your business?
Open the EasyQ dashboard and see how WhatsApp intake, quote approval, follow-up, planning, and invoicing can work together.
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