Sharing Proposals for Internal Review in QuickEstimate

A Second Set of Eyes Before It Reaches the Client

Sending a proposal with an error — a wrong total, an outdated scope, or a missing payment term — can undermine client confidence before the job has even started. An internal review step catches those issues before they reach anyone outside your business.

QuickEstimate's internal review feature lets you share a proposal directly with a manager or colleague for sign-off. They can view the full document, leave comments, and mark it as approved — all without it ever being visible to the client.

Step-by-Step: Sending a Proposal for Internal Review

Follow these five steps to share a proposal with a colleague for review and collect their feedback or approval before sending it to the client.

Open the Proposal You Want Reviewed

Internal review can be requested on any proposal that is in Draft or Ready to Send status. Navigate to the proposal from your dashboard.

Go to your QuickEstimate dashboard and click Proposals in the left navigation
Locate the proposal by client name, project title, or reference number
Open the proposal to its detail view
Confirm the proposal content is complete enough for a meaningful review — pricing, scope, and terms should all be in place

💡 Tip: Don't send a half-finished proposal for review. Your reviewer's time is valuable — share it when the content is substantively complete, even if minor tweaks are still possible.

Proposals in Sent, Accepted, or Declined status cannot be submitted for internal review. If changes are needed on a sent proposal, duplicate it first, then request review on the new draft.

Click "Request Internal Review"

The internal review option is available directly from the proposal's action bar at the top of the detail view.

From inside the proposal, click the "Request Review" button in the top action bar
Alternatively, click the ⋯ Actions menu and select "Request Internal Review"
A review request panel will slide open on the right-hand side of the screen
The proposal's status updates to In Review — it cannot be sent to the client while this status is active

💡 Tip: The "In Review" status acts as a sending lock — it prevents the proposal from accidentally being dispatched to the client before it has been signed off internally.

Select Your Reviewer and Add Context

In the review request panel, choose who you want to review the proposal and give them the context they need to do it well.

Select a reviewer from your team member list — only active team members with Estimator or Admin roles can be assigned as reviewers
Optionally add a note to the reviewer explaining what to focus on — pricing accuracy, scope wording, terms, or overall presentation
Set a review deadline if the proposal has a time-sensitive send date
Click "Send for Review" to notify the reviewer
The reviewer receives an in-app notification and an optional email alert depending on their notification settings

💡 Example note: "Hi David, please check the labour totals on page 2 and confirm the payment schedule matches what we discussed with the client last Tuesday."

You can assign more than one reviewer if multiple sign-offs are needed. All reviewers will be notified simultaneously and can leave comments independently.

Reviewer Reads and Leaves Feedback

The assigned reviewer opens the proposal from their notification or from the Reviews section of their dashboard. They can view the full document and leave structured feedback.

The reviewer sees the proposal exactly as it will appear to the client — full layout, branding, costs, and terms
They can leave comments on specific sections by clicking the comment icon next to any block of content
General comments can be added in the review notes panel on the right
The reviewer can flag specific items as Needs Attention to highlight required changes clearly
Once satisfied, they click "Approve" to mark the proposal as cleared for sending

💡 Example comment: "Labour total on line 4 should be £3,200 not £3,700 — please update before sending. Everything else looks good."

Reviewers cannot edit the proposal directly — they can only comment and approve or request changes. This keeps the original author in control of all content decisions.

Action the Feedback and Send to the Client

Once you've received the reviewer's feedback, address any flagged items, close the review, and send the proposal to the client with confidence.

You'll receive an in-app notification when the reviewer has approved or requested changes
Open the proposal and read through all comments in the review panel
Make any required edits directly in the proposal — the review status does not lock editing for the author
Once all changes are made, click "Close Review" to remove the In Review status
The proposal returns to Ready to Send status and can now be sent to the client as normal

💡 Tip: After making edits, do a final preview before sending. Even small changes can affect layout and totals — a two-minute check is always worth it.

All review activity — comments, approvals, and change requests — is saved in the proposal's review history and can be accessed at any time from the proposal's detail page.

👁️

What the Reviewer Can and Cannot Do

Internal reviewers have controlled access to the proposal to ensure the review process is structured and the original author stays in control:

✅ View the full proposal exactly as the client will see it, including all branding and layout
✅ Leave section-level comments on any part of the proposal content
✅ Add general notes in the review panel and flag items as Needs Attention
✅ Approve the proposal or request changes before it can be sent
❌ Cannot edit any proposal content — comments and approvals only
❌ Cannot send the proposal to the client — only the author or an Admin can do this
❌ Cannot see the client's contact details unless they already have access to that project

This separation ensures accountability — the reviewer provides oversight, and the author retains full responsibility for the final document.

Tips for a Fast and Effective Review Process

A good internal review catches real issues without creating unnecessary delays. These habits keep the process quick and focused.

🎯

Tell the Reviewer What to Focus On

Use the review note to direct attention to the sections that matter most — pricing, scope wording, or terms. A focused reviewer gives faster, more useful feedback than one starting from scratch.

⏰

Always Set a Review Deadline

Without a deadline, reviews can sit unanswered for days. Set a clear due date — especially if the proposal has a validity period — so the reviewer knows when you need a response.

👤

Assign the Right Reviewer

Choose a reviewer with direct knowledge of the project or client. A reviewer who knows the context spots issues faster and gives more relevant feedback than one reviewing cold.

📋

Build a Review Checklist for Your Team

Create a short internal checklist — totals correct, scope matches brief, terms included, branding applied — and share it with your reviewers so every review covers the same ground.

🔄

Don't Over-Review Simple Proposals

Internal review adds the most value on high-value or complex proposals. For straightforward repeat jobs, a quick self-check is often enough — reserve formal review for the jobs that matter most.

📜

Keep Review History for Accountability

All review activity is stored against the proposal permanently. If a client ever questions what was agreed, you have a clear internal record of who reviewed, what was flagged, and when it was approved.

Frequently Asked Questions

Can the client see the internal review comments?

No. Internal review comments, notes, and approval status are entirely private to your team. They are never visible to the client at any point — not during the review, not after it is closed, and not in any version of the proposal the client receives.

Can I send a proposal to the client while it is In Review?

No. A proposal with In Review status has its Send button disabled as a safeguard. To send the proposal, the review must either be approved and closed, or cancelled by the author. This prevents proposals from being dispatched before they have been signed off.

Can I edit the proposal while the review is in progress?

Yes. The author can continue editing the proposal even while it is under review. If you make significant changes during a review, it is good practice to let the reviewer know so they can re-check the updated content before approving.

What happens if my reviewer doesn't respond before the deadline?

QuickEstimate sends an automatic reminder to the reviewer when the deadline passes. You can also manually resend a nudge from the review panel at any time. If you need to proceed urgently, you can cancel the review from the proposal's action menu, which returns the proposal to Ready to Send status immediately.

Who can request an internal review?

Any team member with Estimator or Admin access can request an internal review on a proposal they have visibility of. Viewers cannot request reviews. The Account Owner can request reviews on any proposal in the account regardless of individual project visibility settings.

Proposal Reviewed and Ready?

Learn how to send it to the client and track their response from your dashboard.

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Sharing Proposals for Internal Review