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Contents: Overview and how to steps to digital acceptance of variations.
This article will take you through the steps on how to use digital acceptance for variations/change orders you share via the client portal or via email.
When using the client portal or email to publish and issue variations/change orders with your clients you can elect to use digital acceptance, meaning your client can review the variation/change order you have shared and digitally accept it.
Digitally Accepted vs Accepted
The status of Digitally Accepted is different to the Accepted status in Buildxact. Although your variation has been digitally accepted, it is up to you to ensure you receive this in writing if you need documentation for legal purposes and then change the status to Accepted to allow it to show in Actual costings and outgoing invoices.
Using digital acceptance for Variations/Change orders
Depending on the type of variation/change order you will either create it from the Actual costings tab or from the Variations/Change order tab inside the client's job. Fill out all fields of the variation/change order then click the Save & Share button.
A dialogue box will appear for you to choose either the standard or digital acceptance for your variation/change order.
Standard - your client will receive an email with a link to either view or download the variation/change order.
Digital Acceptance - your client will receive a link to the web version of the quote that will include options to download and digitally accept the document.
If you have published and shared client portal project, you will be given the option to share the variation/change order directly to the portal. Note: check to ensure your client has accepted and accessed their client portal. Or you also have option to share a link via email.
In the email screen you can personalize the text of your email before sending it out to a client. You can even save your text as a preset to use again later via the dropdown presets menu on the right.
In the Attachments area you can either select existing documents to upload to the relating client or upload and attach a new document/images before sending it out to your client. Click green Share button and the variation/change order with digital acceptance enabled will be sent to your client.
You will see a pop up informing you that once items are shared to the client portal they cannot be removed. Click the orange Share button.
Your client will receive an email notifying them of the variation/change order with a link to view it. The customer can then view the variation/change order in a web browser or the client portal and digitally accept it by clicking the accept variation/change order button located below the details of the variation/change order on the right-hand side of the screen.
Your customer will then see a pop up informing them to accept the variation/change order and its terms and conditions by clicking the accept quote button.
Your customer will receive one more pop up letting them know that their builder will be notified shortly.
In Buildxact you will be notified when a customer accepts a variation/change order by a badge icon next to Jobs in the left-hand navigation menu. In the Jobs screen you will see a notification above your jobs stating you've had a variation/change order digitally accepted. You can then view the variation/change order or dismiss the message.
When you're ready for the variaion to show in your actual costings and outgoing invoices you'll need to change the variation status to Accepted.