Step-by-step signature process for invoices and offers
S
Schleimer, Niklas
In order to be able to issue and send offers and invoices only reviewed by supervisors or managing directors, it would be desirable if:
- Offers/invoices with “Draft” status would have “Advance” or “Draft” lettering on PDF output.
- If offers and invoices prepared by accounting/project managers, etc., could go through a step-by-step review process. The final approval and signature can only be done by stamping (a signature image with a transparent background) or clicking on a “checked” button by authorized persons.
Arne Semmler
Jan Holländer has suggested a status of “internal” or similar for the offer, which, like “draft”, does not receive an offer number, but is considered a “finished calculation”.
Arne Semmler
We have to divide this “giant Canny point” into offers, invoices and the signature process...
J
Jan Holländer
To set up contracts for which we have not prepared an offer because the contract negotiation takes place on the basis of the draft contract from the client, we would then create, for example, a “Basic Contract Structure” tag. This “offer” would be linked to the contract and would also be “commissioned”, but would never receive an offer number.
Arne Semmler
Jan Holländer: Would you have a suggestion for a shorter name for this status?
J
Jan Holländer
Arne Semmler
Contract basis
main contract
Contract setup
Something like that?
Arne Semmler
open
Isabel
closed
Arne Semmler
Would this be a suitable procedure - to link the switching of additional statuses to authorization roles (e.g. only owner may switch from “for approval” to “approved”. Which signature appears would depend on who clicked “Approve,” right?
Arne Semmler
“Draft” should not yet appear in Liquidity in the future!
Arne Semmler
Alternatively: Additional “preliminary draft” status, which is not included in Liqui.
S
Schleimer, Niklas
Arne Semmler: Hi Arne, thank you so much for your efforts.
For us, this would be exactly the right approach - even the fact that drafts have not yet been incorporated into liquidity is very helpful to us.
Are we right in assuming that the authorization role of the “for approval” -> “approved” step does not necessarily have to be the same as in the “submitted” -> “order placed” step? At least the option to stop this would be good, as the management should approve the first step and the project managers can also complete the second step.
And indeed, it would be desirable if the approver's signature was inserted.
Arne Semmler
Schleimer, Niklas Yes, I had imagined this as separate authorizations to bring the necessary flexibility to the signatory process.
Arne Semmler
Schleimer, Niklas: As announced, we have separated the point with the “draft” stamp for PDFs and will implement it in advance, as it is easier to implement.
Arne Semmler
These are actually two separate points - showing the lettering “draft” or “advance” in the PDF is easy to implement. The other idea is of course more extensive to implement, especially as it also further complicates the authorization settings. There is currently no “ban” on approving an offer that could control Projo.
However, you already have the following options in projo today:
- The most important key data are displayed at the top left above the offer (who created, confirmed, transferred the offer or invoice to the project) - see 1st screenshot below
- At the top right of the PDF button, there is a small wrench (see 2nd screenshot below) - if you click on it, you can see the complete history and could also retrieve older versions of the offer - you can also see who saved the version (see 3rd screenshot below).
Even though this does not allow any restrictions, the genesis is still clearly legible. The actual workflow is therefore already visible, but currently you still have to “install” compliance within the office in other ways.
As an additional help, the “internal comments” for each offer and invoice, which many customers use for informal communication - see 4th screenshot.