Quote Approval Notifier

The problem this kills

You send a quote. Then you wait. You call. You leave a voicemail. The customer says "yeah, go ahead" on the phone — but where's that written down? Three days later nobody can find who approved what, the job never made it onto the schedule, and the customer is asking why their work hasn't started.

Quotes die in this gap. The decision is verbal, the approval is unrecorded, and the handoff from "approved" to "scheduled" depends on someone remembering to forward an email. Partial approvals (the customer wants Option A but not the add-on) turn into he-said-she-said. Stale quotes from two months ago get "approved" at last quarter's prices.

This tool closes the gap. The customer clicks Approve or Decline in their email. The decision is stamped with their name, the time, and which options they accepted. The office gets pinged the second it happens, and approved work is ready to schedule — all in one place you can actually audit.

What you'll build

A small, private web app for your estimating and coordination team:

• An estimator opens a quote, reviews the line items, and clicks Approve to send — a real person signs off before anything reaches the customer.
• The customer receives a clean email with the quote and big Approve / Decline buttons (and, when the quote has options, the ability to pick Option A vs Option B).
• The moment they click, the decision is recorded: who approved, exactly when, and what they accepted. That timestamped record is the customer's authorization.
• The office is notified instantly, and approved quotes drop into a Ready to schedule list — no phone tag.
• Stale quotes expire automatically so nobody approves old pricing, and the same quote number can't be processed twice.
• One click exports the full decision log as a CSV in the exact columns your scheduling system expects.

What's inside the Implementation Plan

The plan is a complete, copy-paste runbook. Each step ends with a prompt you paste into Claude Code — you don't write any code yourself.

It opens by interviewing you about your business. Before a single line is built, the plan has the AI ask you about your real quote process: how your quote numbers look, whether you do options/alternates, who's allowed to approve a send, your typical and busy-season quote volume, when a quote should expire, and the weird exceptions you actually hit. It reads back a short spec, you give a thumbs-up, and only then does it build — so the tool fits your shop, not a generic template.

Inside you'll find: the discovery interview, the exact data model tuned to your answers, the secure customer-facing approve/decline flow, the estimator review gate, instant office notifications, the scheduling handoff, expiry and duplicate guards, and the CSV import/export fallback so you can run it today even with no connection to your existing software.

The governance it includes (this is the point)

This isn't a toy. Governance is built in from the first step:

• Login so only your team can open the app.
• Row-level security so each company only ever sees its own quotes and customers.
• A full audit trail — every send, every customer click, every decision recorded with who and when.
• A human-in-the-loop approval gate — the AI drafts and formats the quote email, but an estimator must approve the send before any customer sees it, and nothing hits your schedule until the customer's decision is captured.
• Duplicate guards so the same quote number can't be sent or processed twice, and expiry so stale quotes can't be approved at old prices.

Who it's for

Estimators, customer service reps (CSRs), and service coordinators at field-service, trades, and contracting businesses who send quotes and chase approvals — anyone tired of "I'm pretty sure they said yes."

You've got this. Paste the first prompt and let the interview tailor the rest to your shop.