Building manager sign-off, approvals and install deposits
Big quotes and deep discounts wait for a manager, clients sign with as many people as they need, handovers are signed on site, and new installs start with a deposit.
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QuoteCloud gives security and fire contractors approval rules on total value or discount (Business), several signers per document with no account needed, signing in person on your tablet at handover, a certificate of authenticity and audit trail, and a deposit or full payment on signing through Stripe or PayPal from Essentials.
Last reviewed by the QuoteCloud team
A landscape tablet showing the signing view of a sample commissioning and handover acceptance, HF-HA-0418, from the fictional Harrowfield Fire & Security for Penrose Cold Stores: the cover and the handover checklist (27 cameras recording, 12 intruder sensors walk-tested, 7 controlled doors tested, 22 detectors connected, monitoring connected, users trained), with a question from the client and the designer's reply. The page scrolls, Leila Haddad, operations manager, draws her signature in the sign bar, and the button turns to Signed. Two notes beside it: signed in person on the designer's tablet at handover, and a certificate of authenticity with the audit trail.
Big systems wait for a director before they go out
Set the rule once: proposals over $40,000, or with a discount over 10%, need a director's approval. Marcus's $47,372.60 system for Penrose Cold Stores goes In Review the moment he sends it for approval, and it can't reach the client until Ingrid approves.
Because the rule sits in QuoteCloud, technicians, designers and an AI assistant can all prepare documents freely: anything over the line stops at the same gate.
- Triggers on total value or discount %
- The approver approves or declines in the document
- Applies to drafts from your assistant too
Approval workflow: Business plan
Approval workflowDocument workflow
In ReviewTriggered when Total value greater than $40,000
- Ingrid MossDirectorWaiting
Proposals over $40,000 need a director's approval before they're sent
- Marcus Teo sent the proposal for approval
- Waiting on Ingrid Moss
Approval workflow · Business plan
Activity
- Device count importedPenrose device count.xlsx · 68 devices
- ApprovedIngrid Moss approved $47,372.60
- OpenedBy Leila Haddad and Dominic Shaw
- Signed by Leila HaddadWaiting on Dominic Shaw
Who signs what, in a security & fire business
Each document has its own signers. Add as many as the client needs; nobody needs a QuoteCloud account to sign.
Test reports
Your lead technician signs the results; the building manager acknowledges them.
Test reportsDefect quotes
The building manager ticks the defects to fix and signs; the total follows the ticks.
Defect quotesSystem proposals
The operations manager and the finance director both sign, and the deposit is paid on signing.
System designsHandover
Your designer and the client's signers accept the commissioned system, in person on your tablet or by email, on your own acceptance form.
Acceptance form template
Handover accepted by everyone who needs to sign
When Penrose's system is commissioned, Marcus sends Harrowfield's own handover acceptance: what was installed and tested, the handover checklist, and the as-builts and user guides attached. Leila asks about the yard camera at night in a comment, and Marcus answers before she signs.
Three people sign the one document: Marcus for Harrowfield, then Leila and Dominic for Penrose, by email or in person on Marcus's tablet. Nobody needs an account, a one-time passcode by email can be required, and the signed copy carries a certificate of authenticity and an audit trail. Commissioning and any certification are Harrowfield's; QuoteCloud records the acceptance.
- Several signers per document, no account needed
- In person on your tablet, or by email
- Optional one-time passcode by email
- Comments and replies before signing
- eSignatures on every plan
Handover checklist
- 27 cameras installed, aimed and recording to the recorder; 30 days of storage confirmed
- 12 intruder sensors walk-tested; panel and 3 keypads programmed with your codes
- 7 controlled doors tested for card access and free exit
- 22 detectors tested and connected to the panel
- Monitoring connected and test signals received
- Users trained: Leila Haddad and two shift supervisors
Leila HaddadCan the yard camera show the gate at night as well?
Marcus TeoYes: it's set for low light; we'll check it on the first service visit.
Handover documents PDF blocks
- As-built drawings, Lakeview depotDrawing · 6 pages
- Commissioning resultsReport · 8 pages
- User guides: keypad, door access, recorderGuide · 14 pages
Commissioning and any certification under the standard that applies to the site are Harrowfield's.
Accept the handover
2 of 3 signed
- Marcus TeoSecurity systems designer, Harrowfield SignedFri 4 Dec 2026
- Leila HaddadOperations manager SignedMon 7 Dec 2026
- Dominic ShawFinance director Awaiting signature
Handover
- Proposal
- HF-SP-0418
- Devices commissioned
- 68
- Monitoring
- Connected 4 Dec
Certificate of authenticity and audit trail attached
Get your next proposal approved, signed and paid for
Free for 14 days, no credit card required. Send us your current proposal and we'll convert one template for you during the trial.
Equipment ordered once the deposit is paid
A new system means cameras, readers and a recorder bought before the first cable is run. Penrose's proposal asks for 30% on signing, so $14,211.78 is paid through Stripe as Leila signs, and Harrowfield orders the equipment that week.
Ask for a percentage, a fixed amount or the full price, through Stripe or PayPal. Defect quotes for existing clients can skip the deposit and be invoiced as usual.
- Deposit as a % or fixed amount, or full payment
- Paid through Stripe or PayPal as the client signs
- The rest is invoiced by you as the job progresses
Payments: Essentials and up
Take payments on signingSystem price
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Equipment, from the device count | $18,952 | ||
27 IP cameras, turret & domeZones!B9 · B10 · supplied & fitted
|
1 lot | $11,340 | $11,340.00 |
12 intruder sensorsZones!C9 · C10
|
1 lot | $1,020 | $1,020.00 |
7 access-control readersZones!D9 · D10 · readers, locks & exit buttons
|
1 lot | $4,480 | $4,480.00 |
22 smoke & heat detectorsZones!E9 · E10
|
1 lot | $2,112 | $2,112.00 |
| Recording, panels & installation | $24,114 | ||
32-channel network video recorder, 30 days storageRack-mounted in the comms room
|
1 ea | $3,200 | $3,200.00 |
Intruder alarm panel & 3 keypadsOffice, dock and cold-room lobby
|
1 lot | $1,850 | $1,850.00 |
Cabling, 1,920 m installedCable!D8 · D9
|
1 lot | $8,064 | $8,064.00 |
Installation, programming & commissioningTwo technicians, 8 days
|
1 lot | $9,600 | $9,600.00 |
Project management, as-built drawings & handoverIncluding user training
|
1 lot | $1,400 | $1,400.00 |
| Options Tick to add | |||
| 1 ea | $1,150 | $1,150.00 | |
| 1 ea | $780 | $780.00 | |
| Monitoring, shown in this agreement | $0 | ||
Monitoring: alarm + video verificationMonitoring!B5 · B6 · invoiced monthly by Harrowfield
|
Monthly | $129 | $129.00/mo |
- Subtotal
- $43,066.00
- Tax (10%)
- $4,306.60
- Total
- $47,372.60
- Plus monitoring, monthly
- $129.00/mo
- Deposit on signing (30%)
- $14,211.78
From draft to deposit in five steps
What happens to a new system proposal between your designer and the first equipment order.
Prepare the proposal
Your designer builds it from the template, the device count and the price book.
Approval if it's needed
Over your total-value or discount rule, it goes In Review until a director approves (Business).
Send to every signer
Add the client's signers; each gets it by email, with a passcode if you ask for one.
Signed and paid
The client ticks their options, signs and pays the deposit through Stripe or PayPal.
Order and install
Order the equipment, then have the client sign acceptance in person at handover.
Sign-off, approval and deposit questions
Can I stop large quotes going out without a manager's approval?
Yes, on the Business plan. Set approval rules on a document's total value or its discount percentage, for example proposals over $40,000 or discounts over 10%. A document that meets the rule goes In Review and can't be sent until an approver approves it in the document. The rule applies whoever prepared the document, including drafts created by an AI assistant.
Can two people at the client sign the same proposal?
Yes. Add as many signers as the client needs, such as an operations manager and a finance director. Each gets the document by email and signs online; nobody needs a QuoteCloud account. You can ask for a one-time passcode by email. The signed document carries a certificate of authenticity and an audit trail. eSignatures are on every plan.
Can the building manager sign on my tablet at the end of a visit?
Yes. Signing in person on the sender's device is supported, so a building manager can acknowledge a report or accept a handover on your technician's tablet before they leave site. It's the same legally binding signature, with the certificate of authenticity and audit trail, as signing by email.
How do install deposits work?
Set a deposit as a percentage or a fixed amount, or ask for full payment, and the client pays through Stripe or PayPal as they sign. Payments are on Essentials and up and need your Stripe or PayPal account connected. QuoteCloud takes the payment on signing only: later progress payments are invoiced by you, and there are no instalments or payment reminders.
Does a signed defect quote or handover mean the system is certified?
No. A signature records the client's approval or acceptance of your document. Any testing, commissioning and certification under the standard that applies to the site are done by your licensed people and recorded in your own documents. QuoteCloud presents, tracks and gets them signed; it doesn't certify anything.
Everything a security & fire business sends
Every page of the security & fire systems microsite.
-
CCTV, alarm, access & fire detection proposalsNew systems proposed zone by zone: equipment, cabling, installation and options the client chooses, with a deposit on signing.Explore
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Defect rectification quotesEvery defect from the inspection as a priced line the building manager ticks to approve, then signs.Explore
- Inspection & test reportsEach site's routine inspection as a branded report: results by system, the defects found, and the building manager's acknowledgement.
- Inspection results to report and quote with MCPAn AI assistant connected through QuoteCloud's MCP service drafts the report and the defect quote from your inspection app's results.
- Annual statements for building ownersYour own year-end summary of every visit, defect and fix at a site, sent for the owner to acknowledge.
- Device count calculators that price the proposalCameras, sensors, readers and detectors counted per zone in a spreadsheet whose cells set the equipment and cabling lines.
- Monitoring & service agreementsMonitoring tiers and scheduled servicing as repeating charges in the agreement, with an expiry date and a renewal you send.
- Multi-site & property portfolio quotesOne service agreement per building for a property manager's portfolio, bulk-sent and tracked to signature.
- Inspection apps, job systems & accountingYour inspection app, job system, CRM and accounts, connected the way each one really connects: MCP, the API, Zapier, Make or natively.
- Security & fire templatesReal QuoteCloud templates to start your test reports, defect quotes, installation proposals and service agreements from.
- QuoteCloud implementation for security & fire contractorsYour report and quote templates, defect price book, device calculator and assistant connection set up, and your team trained.
- FAQAnswers to the questions fire services, CCTV, alarm and access control contractors ask most.
Approved, signed and paid before you order a camera
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