When a customer accepts a quote, the Sales Hub does more than just flip a status to Accepted. It captures a tamper-resistant record of who signed off, when, and what document they were looking at — and stamps a Certificate of Acceptance onto the PDF so both you and the customer have the same proof.
What gets recorded on Accept
- Typed name — what the customer typed into the signer field.
- Email — required, format-validated. We never auto-fill this; the customer has to type it.
- “I agree” checkbox — the customer ticks this before the Accept button is enabled. This is the explicit-intent indicator that turns a click into an electronic signature.
- Optional note — anything the customer wants to add (PO number, conditions, etc.). Visible to you on the deal.
- Timestamp — exact moment, in UTC and the customer's local time.
- IP address — recorded from the network the customer used.
- Browser / device info — User-Agent string. Useful evidence in a dispute.
- PDF hash (uploaded quotes) — a cryptographic fingerprint of the exact PDF the customer was looking at. Means we can prove the document wasn't swapped after the fact.
The Certificate of Acceptance
Once the customer accepts, every download of the PDF (yours, theirs, anyone with the share link) gets an extra page appended at the end: the Certificate of Acceptance.
It contains:
- The quote number and title
- Your company name, the customer's name and company
- The accepted date and time
- The signer's typed name, email, and IP
- The “I agree” attestation
- Any optional note the signer left
- The PDF hash (uploaded quotes only)
- A signature block formatted like a traditional contract execution page
Always fresh, never stored separately
The certificate isn't a separate file we save somewhere. It's appended at the moment of download from the audit data we captured. Means the certificate is always up to date with the latest data we have, never out of sync, and there's nothing extra to manage.
Confirmation emails on Accept
When a quote is accepted, three confirmation emails are automatically sent (no duplicates if the same person is in multiple roles):
- To the customer — green-checkmark email with the accepted PDF (cert appended) attached, plus a “View accepted quote” button.
- To the quote owner — celebratory “Customer accepted” email with the accepted PDF attached and a button back to the deal.
- To the workspace owner — same template as the quote owner. Owner gets visibility on every accept across the workspace.
Why the workspace owner gets a copy
Sales reps come and go; quotes stick around for years. Routing every accept to the owner is a low-effort way to keep one person fully looped in across the workspace. It's the kind of email a GM or co-founder appreciates getting.
When a customer Declines
We capture name, email, optional note, and timestamp — same audit data minus the “I agree” checkbox (declines are accept-only required). No certificate is appended; the quote shows as Declined in your list. You don't get a confirmation email to the customer, but you get a quiet notification that they declined so you can follow up.
Disputing or revoking an acceptance
There's no “undo accept” button — that would defeat the audit. If a customer says they accepted by mistake, the workflow is to issue a new quote (with a new number) and have them accept that one instead. The original is preserved as part of the record.
Notification preferences
Today the recipient list is hardcoded by design — the signer, the quote owner, and the workspace owner. If your team needs different routing, email support@crewfinder.info; we have plans to make this configurable in workspace notification settings.
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