Managing Client Handover and Quote Approval

Use the right workflow

Use Client Handover when the customer needs a package of completed output such as reports, inspections, quotes, or work orders.

Use the quote detail Approval Workflow when the customer needs to approve or decline a quote.

Do not use either workflow as a replacement for fixing source data. Handover packages and quote approval links are customer-facing, so correct the source report, quote, site, or work-order record before publishing.

Create a handover package

1. Open Client Handover.
2. Select New package.
3. Enter the package title and site ID.
4. Add the CRM account ID when the package should be tied to a customer account.
5. Add source items as JSON. Supported source types are generated_report, inspection, quote, and work_order.
6. Add grants as JSON when you already know who should receive the package.
7. Create the package, then inspect the package detail before publishing.

The current package creation form is intentionally explicit. Source items and grants are entered as JSON rather than selected from a picker, so use the IDs from the owning report, inspection, quote, work-order, contact, or customer user record.

[
  {
    "sourceType": "generated_report",
    "sourceId": "report-id",
    "customerSafeTitle": "Final certificate"
  }
]

Check readiness before publishing

1. Open the package detail.
2. Review each package item.
3. Resolve any item with a blocked inclusion state or a readiness state other than client_ready.
4. Confirm the grants table shows the expected recipients and permissions.
5. Publish only when the package has no readiness blockers.

Published packages can be opened by granted customers through the customer handover endpoints. Revoking the package removes current customer access. Revoking a grant removes access only for that recipient.

Manage handover grants

Handover grants can use view, download, or respond permission.

1. Use view when the customer should only review package metadata.
2. Use download when the customer can download the package items.
3. Use respond when the customer workflow needs a response path.
4. Revoke a grant when the contact is wrong, the link is no longer needed, or the customer should not retain access.

Package activity records creation, publication, customer views, downloads, denied access, expired access, and revocations. Use the activity table before assuming a customer has not opened the package.

Send a quote for customer approval

1. Open Quotes.
2. Open the quote detail.
3. Check customer, site, line items, totals, validity date, contact, and account context.
4. Select Send for Approval while the quote is still draft.
5. Enter an invite email when the link should be associated with a specific recipient.
6. Set the expiry window. The dialog accepts 1 to 90 days and defaults to 30 days.
7. Create the link and copy it for customer delivery.

The approval panel shows link status, invited email, created and expiry dates, last viewed date, latest response, response detail, submitted date, and approval events. Raw token material is not shown in the quote detail after the link is created.

Capture customer decisions

When the customer uses the approval link, Deucalion records the response against the quote and updates the quote workflow.

When the decision arrives outside the portal:

1. Open the sent quote.
2. Select Manual Approve or Manual Decline.
3. Choose the decision source: email, phone, customer portal, in person, or other.
4. Enter a decision note.
5. Save the decision.

Manual decisions are for real external decisions that happened outside the approval link. They should not be used to skip commercial review.

Follow through after approval

1. When a quote becomes accepted, check the quote detail for the work-order handoff state.
2. If a linked work order exists, open it and plan delivery.
3. If the accepted quote has no linked work order yet, use Create Work Order from the quote detail.
4. Check Finance when the accepted quote or completed work order becomes ready to invoice.

The accepted quote to work-order handoff is hardened, but it still depends on customer, site, quote, and line-item context being valid.

Send reminders carefully

1. Use Send Reminder only for quotes in sent state.
2. Confirm the quote email before sending.
3. Check approval events before sending repeated reminders.
4. Do not send reminders for expired, rejected, or accepted quotes.

Troubleshooting

Reference surfaces

1. Use Client Handover for route-level package and grant behavior.
2. Use Quotes for approval link, manual decision, reminder, and work-order handoff details.
3. Use Finance when an accepted quote becomes invoice-ready.