A Complete Record of Every Proposal Version
Every time a proposal is revised and resent, QuickEstimate automatically creates a new version and archives the previous one. The version history gives you an uneditable, timestamped log of every document delivered to your client—what it contained, when it was sent, and how the client responded.
Whether you need to settle a pricing dispute, review what was agreed, or simply track how a proposal evolved over time, version history gives you the full picture in seconds.
How to Access and Read Your Version History
Follow these steps to locate the version history for any proposal and understand what each entry tells you.
Open the Proposal Detail View
Version history is accessed from within an individual proposal record—not from the main proposals list.
- Go to Proposals in the main navigation menu
- Search by client name, project title, or proposal reference number
- Click the proposal name to open its full detail view
- The detail view shows the current (latest) version by default
Navigate to the Version History Tab
Within the proposal detail view, version history is displayed in its own dedicated tab alongside the proposal summary and client activity.
- Click the "Version History" tab near the top of the proposal detail view
- All versions of the proposal are listed in reverse chronological order—newest first
- Each entry shows the version number, date sent, sent-by user, and current status
- A colour-coded status badge indicates whether each version is Active, Voided, Accepted, Declined, or Expired
Version history is read-only. No entries can be edited, deleted, or hidden—this ensures a tamper-proof record for every proposal.
Understand What Each Version Entry Shows
Each entry in the version history log contains a consistent set of details, giving you everything you need to understand that version at a glance.
- Version number — e.g. Version 1, Revision 2, Revision 3
- Date and time sent — exact timestamp of when the version was delivered to the client
- Sent by — the team member who generated and sent this version
- Total value — the proposal total at the time this version was sent
- Summary of changes — a note describing what was updated from the previous version
- Client activity — whether this version was opened, when, and how many times
- Status badge — the outcome of this specific version (see below)
Read the Version Status Badges
Each version carries a status badge that tells you exactly what happened to that version. Here's what each one means.
- Active — the current version, awaiting a response from the client
- Accepted — the client approved this version; the job was won on these terms
- Declined — the client formally rejected this version
- Voided — superseded by a newer revision; no longer open for client action
- Expired — the validity period passed before the client responded
The example above shows a three-version proposal where the client accepted on the third revision. All previous versions are automatically voided and preserved in the log.
Open and Download Any Past Version
You can view or download any previous version of a proposal in full—exactly as it was presented to the client at the time.
- Click "View" on any version entry to open the full proposal document
- The document opens as a read-only PDF render in a new tab
- Click "Download PDF" to save a copy to your device
- Use "Compare Versions" to view two versions side by side and highlight differences in totals and line items
Downloaded PDFs include a version watermark and timestamp in the footer, making them suitable for use in formal correspondence or dispute resolution.
Export the Full Version History Log
For compliance, record-keeping, or client correspondence, you can export the complete version history of any proposal as a structured document.
- Click "Export History" from the Version History tab
- Choose between PDF (formatted log) or CSV (raw data for spreadsheets)
- The export includes all version entries, timestamps, totals, change summaries, and status outcomes
- Client open and interaction data is included in the PDF export but excluded from the CSV
Exported logs are generated instantly and saved to your QuickEstimate document library, where they can be accessed again at any time.
Why Version History Cannot Be Edited or Deleted
QuickEstimate's version history is designed as an immutable audit trail. Here's why this matters for your business:
- Provides a clear record of what pricing and terms were presented to the client at every stage
- Protects you in the event of a pricing dispute or contractual disagreement
- Ensures compliance with record-keeping requirements in many industries and regions
- Gives clients confidence that the document they accepted has not been altered after the fact
- Supports professional indemnity and insurance claims if a job goes wrong
Even deleted proposals retain their version history in a recoverable archive for 7 years in line with standard business record-keeping guidance.
Getting the Most from Version History
Version history is more than a paper trail—it's a practical tool for managing client relationships and resolving issues quickly.
Use It to Resolve Disputes Fast
If a client questions a price, open the accepted version and show them the exact document they signed. No ambiguity, no back and forth.
Track How Proposals Evolve
Reviewing version history across multiple proposals shows you how often jobs change in scope—useful data for improving your initial estimating accuracy.
See Who Sent What
On team accounts, each version records which team member sent it. This makes it easy to follow up on proposals sent by colleagues or spot unauthorised changes.
Export Before Archiving Old Jobs
Before closing out a completed project, export its proposal version history as a PDF and attach it to the job record for long-term reference.
Compare Versions Before Sending
Use the side-by-side comparison tool when preparing a revision to double-check that only the intended changes have been made before the client receives anything.
Always Add a Change Summary
A brief note on what changed between versions—even just one sentence—makes the history log far more useful when you revisit a proposal months later.
Frequently Asked Questions
Version history is stored for the lifetime of your QuickEstimate account. Even for proposals created years ago, every version ever sent is preserved and accessible from the proposal detail view. Deleted proposals retain their version history in a recoverable archive for 7 years.
No. Version history is visible only to you and your team within the QuickEstimate dashboard. Clients see only the current, active version of the proposal when they open their link. Previous versions are not accessible to them.
Yes. Each version entry logs whether the client opened it, how many times, and at what date and time. If the client left a comment or submitted a decline reason on a particular version, that is also recorded against the relevant version entry—not just the proposal overall.
No. Once a version is voided, it cannot be reinstated as the active proposal. If you need to return to the terms of a previous version, you can open that version, review its details, and manually recreate those terms in a new revision. This ensures the client always receives a freshly issued document.
Yes. Version history is included on all plans at no additional cost. The number of versions per proposal is unlimited across all tiers. Export functionality (PDF and CSV) is available on Pro and Business plans.
Ready to Dig Deeper?
Learn how to edit and resend proposals, or set up notifications for client responses.