Stay Informed the Moment a Client Responds
Missing a proposal acceptance—even by a few hours—can cost you the job. QuickEstimate's approval notification system keeps you in the loop in real time, so you can respond quickly, confirm bookings, and move projects forward without delay.
This guide walks you through every notification option available, how to configure them for your workflow, and how to make sure the right alerts reach the right people on your team.
Setting Up Your Approval Notifications
Follow these steps to configure your notification preferences. You can update these settings at any time from your account dashboard—changes take effect immediately.
Access Your Notification Settings
All notification preferences are managed in one place. Head to your account settings to get started.
- Click your profile avatar in the top-right corner of the dashboard
- Select "Account Settings" from the dropdown menu
- Navigate to the "Notifications" tab
- Locate the "Proposal Approvals" section
Notification settings are account-specific. If you manage multiple users or team members, each person can configure their own preferences independently.
Choose Which Events Trigger a Notification
QuickEstimate can notify you at every stage of the proposal journey. Toggle on the events that matter most to your workflow.
- Proposal Viewed: Notified the first time a client opens the proposal link
- Proposal Approved: Instant alert when the client clicks Accept or signs digitally
- Proposal Declined: Alert when the client clicks Decline or submits a rejection reason
- Comment or Question Added: Notified when a client leaves a note on the proposal
- Proposal Expired: Reminder when a proposal passes its validity date without a response
You can enable or disable each event independently. Most users enable all five for full visibility, then refine over time.
Select Your Notification Channels
Decide how you want to receive alerts. QuickEstimate supports multiple channels so you can stay informed wherever you work.
- Email: Notifications sent to your registered email address (or a custom address)
- In-App: Bell icon alerts visible when you're logged into your QuickEstimate dashboard
- SMS: Text message alerts to your mobile number (available on Pro and Business plans)
- Push Notifications: Alerts to the QuickEstimate mobile app if installed
Each notification event can use a different channel combination. You might want email for "Proposal Viewed" but SMS for "Proposal Approved."
Set Notification Recipients
On team plans, you can route notifications to multiple people—ensuring the right person is always in the loop.
- Set yourself as the default recipient for all proposal notifications
- Add additional email addresses (e.g. your office manager or project coordinator)
- Assign notifications per proposal to the team member who created it
- CC a shared inbox or management account on all approval alerts
Individual team members can set their own notification preferences without affecting the settings of others.
Configure Notification Timing and Frequency
Control when and how often you're notified—avoid alert fatigue while staying up to date on important activity.
- Set Instant Alerts for approvals and declines—sent the moment the client acts
- Enable a Daily Summary email listing all proposal activity from the previous day
- Configure Quiet Hours to pause SMS and push notifications outside business hours
- Set a Follow-up Reminder if a viewed proposal hasn't been accepted within X days
Test and Save Your Settings
Before relying on your notification setup, confirm that alerts are being delivered correctly to every channel you've configured.
- Click "Send Test Notification" next to each enabled channel
- Confirm the test email, SMS, and push alert arrive as expected
- Check your spam or junk folder if email notifications don't appear
- Click "Save Settings" to apply all changes
- A confirmation banner will confirm your preferences have been saved
Settings are saved per user and take effect immediately. No proposal resending or re-configuration is required.
What Each Notification Contains
Every approval notification from QuickEstimate includes the key details you need to act immediately—no need to log in just to find out what happened:
- Client name and the proposal title or reference number
- The action taken: Viewed, Approved, Declined, or Comment Added
- Time and date stamp of the client's action
- A direct link to the proposal in your QuickEstimate dashboard
- Any comment or reason provided by the client (if applicable)
- Quick-action buttons to follow up, confirm the job, or issue a revised proposal
Approval notifications are designed to let you act in seconds—not minutes.
Tips for Getting the Most from Notifications
A well-configured notification setup means faster responses, fewer missed acceptances, and a more professional experience for your clients.
Enable Instant Alerts for Approvals
Responding to an acceptance within minutes shows professionalism and locks in the job before the client has second thoughts.
Use a Dedicated Email Address
Route proposal notifications to a dedicated inbox (e.g. proposals@yourbusiness.com) so they never get buried in general email.
CC Your Admin or Coordinator
If someone else handles scheduling or invoicing after a job is won, copy them on approval notifications so they can act straight away.
Set Quiet Hours to Avoid Burnout
Approval notifications are important—but not at 2am. Set quiet hours for SMS and push, and rely on your morning summary for overnight activity.
Review Your Daily Summary
The daily digest gives you a snapshot of all proposal activity from the previous 24 hours—useful for tracking win rates and outstanding quotes at a glance.
Enable the Follow-up Reminder
If a client viewed a proposal but hasn't responded in 3 days, an automatic reminder prompts you to follow up—dramatically increasing close rates.
Frequently Asked Questions
First, check that the relevant notification events are toggled on in Settings → Notifications → Proposal Approvals. If they're enabled, check your spam folder for email alerts. You can also add notifications@quickestimate.io to your safe sender list. For SMS, confirm your mobile number is verified in your account profile.
Yes. On Team and Business plans, account administrators can set up notifications for all proposal activity across the account, not just their own. Individual team members can also opt in to notifications for specific proposals if needed.
No. The "Proposal Viewed" notification fires only on the first open to avoid alert fatigue. Subsequent views by the same client are recorded in the proposal timeline on your dashboard but do not generate additional notifications.
The core notification content is fixed, but on Business plans you can add a custom footer to all outgoing notification emails—useful for including your brand name, a support contact, or a direct reply-to address.
SMS notifications are available on Pro and Business plans. Starter plan users can receive email and in-app notifications. To upgrade and enable SMS alerts, visit the Billing section of your account settings or contact our support team.
Notifications All Set?
Learn how to track proposal responses and manage accepted jobs from your dashboard.