Requesting Estimate Work Order Approval

Approving an Estimate Work Order in Fleet360

Once an Estimate Work Order is created, it must be approved before it can be converted into an official Work Order in Fleet360. There are two ways to approve an estimate:

Approval Options

1. Verbal Approval – A simple approval method where authorization is given verbally and manually recorded in the system. See section on Verbal Estimate Work Order Approval

2. Request Approval via Notification – A formal approval request can be sent through Fleet360, generating both an email notification and an in-app notification prompting the recipient to approve the estimate.

Step-by-Step: Requesting Approval

1. Navigate to the Estimate Work Order that requires approval.

2. Select the Request Approval Option, which will generate a notification.

Requesting Approval for an Internal User

To request approval for an internal user, follow these steps:

1️⃣ Navigate to the Approval Section

• Open the Estimate Work Order that requires approval.

2️⃣ Select an Employee

• Click on the Employee dropdown list.

• Choose the internal user who needs to approve the estimate.

3️⃣ Add a Comment (Optional)

• If desired, type a comment in the provided field to include any relevant details.

4️⃣ Submit the Approval Request

• Confirm your selections and select the request button.

• The chosen employee will receive a notification for approval.

4. Fleet360 will send an email and in-app notification to the designated approver, informing them that the estimate is ready for review.

5. The approver can review the estimate and approve it through the provided link or request changes if necessary.

Requesting Approval for an Outside User

To request approval from an outside user, follow these steps:

1️⃣ Navigate to the Approval Section

• Open the Estimate Work Order that requires approval.

2️⃣ Enable Outside Approval

• Check the Outside checkbox to indicate an external approver.

3️⃣ Enter Approver Details

• Outside Approver Name – Type the name of the external approver.

• Outside Approver Email Address – Enter their email address.

4️⃣ Add a Comment (Optional)

• If desired, type a comment to provide additional details.

5️⃣ Submit the Approval Request

• Review the entered information.

• Submit the request to send a notification to the outside approver.

Estimate Request Emailed to the Customer

Once the Request Option is submitted the estimate is then emailed directly to the customer for review and approval.

Request Estimate Approval Email Triggered:

1. Once the "Request" button is selected.

2. The system will auto-populate the recipient’s email based on the email address stored in the customer file if they are an internal Customer or the Email Address typed in if the Request was flagged as an Outside Request.

3. The email will have the following format:

   • Subject Line:
     Estimate WO #[Estimate #] for Asset #[Asset #]

   • Email Body:
     The email will follow a structured format similar to our notification emails and will include:

     • The company logo of the tenant at the top.

     • A message stating:

       You have a new Estimate available for Asset #[Asset Number]. Please click the link below to review the estimate and approve it. If changes are needed, please contact us.

       

     • A link to the estimate, allowing the customer to review and approve it.

Approval via Email Token

The PDF attachment in the email will contain a unique approval token. This allows the recipient to approve the estimate directly from the email by clicking an "Approve" button at the top.

One Click Approval:

When the Approve Button is Clicked:

1. The Approval date is automatically recorded.

2. The "Approved By" field is populated with the name of the approver.

This process ensures a seamless approval workflow, providing an efficient way for customers and internal teams to approve estimates quickly and accurately.

For PDF File options see: Printing Estimate Work Orders