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Getting Daywork Sheets Signed

Platform: Both (Web Application and Mobile App)
User Type: Standard and above (Standard, Admin, Admin + Billing, Org Admin)
Difficulty: Beginner
Estimated Time: 5 minutes
Last Updated: October 2026

Quick Summary

Learn how to get your daywork sheets signed by a Client Representative. You can have the sheet signed in person on your device, or send it by email so the Client Rep can review and sign it in their Client Inbox. Signing is the final step when you create a daywork sheet, and it turns your record of work into approved documentation for billing.

What You'll Learn

  • How to choose a Client Rep and an approval method when creating a sheet
  • How to sign the sheet yourself, using a drawn or digital signature
  • How to send a sheet to a Client Rep by email
  • What the Client Rep sees in their Client Inbox, and how they agree or disagree
  • How to track sheet status and handle rejected or delayed sheets

Before You Start

Prerequisites:

  • A Standard, Admin, Admin + Billing or Org Admin role. Read Only users can view sheets but can't create, sign or send them.
  • Access to the job. Standard users can only create sheets in jobs they've been given access to.
  • A daywork sheet ready for signing. You'll reach the signing steps at the end of creating a sheet.
  • A Client Rep for the job. If the Client Rep you need isn't listed, you can add them during this step (see Step 1).
  • A valid email address for the Client Rep if you're sending the sheet by email.

You'll Need:

  • Your Dayworkbook account on web or mobile
  • The Client Rep with you on site (in-person signing), or their correct email address (email signing)
  • A clear understanding of the work recorded on the sheet

💡 Pro Tip: Set up your digital signature before you start so it's ready to use. Go to Settings > My Account and select Signature (Web App and Mobile App), then turn on Digital Signature.

Step-by-Step Instructions

Step 1: Select the Client Rep

When you've finished entering your works, resources and photos, you'll reach the Client Rep step of Create Sheet.

Web App:

  1. On the Client Rep page, open the Client Representative dropdown.
  2. Select the Client Rep who will sign the sheet. Their name will appear on the sheet.

Mobile App:

  1. On the Client Rep Signature screen, tap Select a representative.
  2. Select the Client Rep who will sign the sheet.
  3. If the Client Rep isn't listed, tap Add or + Add New to add them.

🎯 Key Point: The Client Rep you select is the person the sheet is addressed to and who will be asked to sign it.

⚠️ Watch Out: Choose the correct Client Rep before sending. Email sheets go to the selected Client Rep's email address.

Step 2: Choose Your Approval Method

Under Choose approval/signing method, select one of the following:

In-Person:

  • The Client Rep signs directly on your device
  • Best for on-site work when the Client Rep is with you                    

    Email Approval:

    • The sheet is sent to the Client Rep by email
    • The Client Rep reviews and signs it in their Client Inbox on their own device
    • Ideal for busy or off-site Client Reps, or for approval after the work is done                                            

    Then continue:

    • Web App: Click Next to open the Preview.
    • Mobile App: Tap Create Sheet to open the sheet preview.

    Step 3: In-Person Signing Process

    1. With the Client Rep present, select In-Person and continue to the preview.
    2. Give your device to the Client Rep so they can review the sheet. They can scroll through the full sheet, including works, resources and photos, and ask questions before signing.
    3. Sign the sheet yourself first, in front of the Client Rep, using a drawn signature or your digital signature.
    4. The Client Rep then draws their signature on screen using a finger or stylus.
    5. The Client Rep confirms their signature to complete the approval.
    6. The sheet status changes to Approved.

    💡 Pro Tip 1: Make sure your screen is clean and responsive for a smooth signature.

    💡 Pro Tip 2: A tablet is close to the size of a paper daywork book, which makes it easier for the Client Rep to review the sheet.

    ⚠️ Watch Out: Once signed in person, the approval is immediate and can't easily be reversed. 

    Step 4: Email Signing

    Web App:

    1. Select Email and click Next.
    2. Review the Preview of the daywork sheet carefully.
    3. Click Send to send the sheet to the Client Rep.

    Mobile App:

    1. Select Email and tap Create Sheet.
    2. Review the sheet preview, then tap Sign.
    3. On the Sign screen, draw your signature. Tap Clear to start again, or tap Configure Signature to set up a digital signature.
    4. Tap Review to check the signed sheet.
    5. Tap Send to send the sheet to the Client Rep.

      🎯 Key Point: The sheet number is finalised when the sheet is sent. Unsent sheets show a placeholder number ending in XXXXX.

      What the Client Rep Receives:

      • An email letting them know a daywork sheet has been assigned to them for review
      • Access to the sheet in their Client Inbox, where they can review, sign or reject it

      Step 5: The Client Rep Review Experience

      Understanding what Client Reps see helps you get smooth approvals.

      Signing In to the Client Inbox:

      1. The Client Rep goes to the Client Inbox, enters their email address and clicks Login.
      2. Dayworkbook emails them a 6-digit verification code. The code expires after 10 minutes.
      3. They enter the code and click Verify. If the code doesn't arrive, they can click Resend Code, or click Change email if they entered the wrong address.

      Reviewing Sheets:

      • Pending Sheets lists the sheets awaiting their signature, with a count such as "50 sheets awaiting your signature".
      • Sheets History lists sheets they've already actioned, with their status.
      • Opening a sheet shows the Sheet Details: the full daywork sheet with your company branding, job and client details, references, works description, labour, plant and equipment, materials, rate items, photos and your signature.
      • The Client Rep can Download a copy of the sheet.

      Approval Options:

      At the bottom of the sheet, the Client Rep is asked "Do you agree this record of work is correct?"

      • Agree (I agree with this work): The Client Rep adds their signature in Add Your Signature (required), choosing My signature or Draw. They can add Notes (optional), then click Submit Confirmation.
      • Disagree (Changes needed): The Client Rep must enter Corrections explaining what needs to change, then click Reject with Comments.

      Client Rep Settings:

      In their Client Inbox Settings > My Account, Client Reps can:

      • Turn on Digital Signature so their signature is remembered and pre-filled when they approve sheets. They can Choose a signature style or Draw one, then click Save Signature.
      • Turn Assigned sheet emails on or off. These emails let them know when a sheet is assigned to them for review.
      • Turn Approved sheet emails on or off.

      🎯 Key Point: Client Reps sign in with their email address and a one-time code, so there's no password to remember.

      ⚠️ Watch Out: If a Client Rep has turned off Assigned sheet emails, they won't be emailed about new sheets. They'll still see them in Pending Sheets when they log in.

      Step 6: Monitor Sheet Status

      Track your sheets from the Sheets page, or from the Daywork Sheets tab on a job page. Use the status filters (Mobile App) or the Status column and Filters (Web App) to find sheets.

      Status Indicators:

      • Draft: The sheet has been started but not sent.
      • Sent: The sheet has been sent and is awaiting the Client Rep's review.
      • Approved: The Client Rep has agreed and signed.
      • Rejected: The Client Rep has disagreed and provided corrections.
      • Cancelled: The sheet has been withdrawn by your organisation.

      Notifications:

      • Check the notifications bell in the top navigation bar of the Web App for updates.

      ⚠️ Watch Out: Each plan includes a monthly sheet allowance. You can check your usage in Settings > Subscription & Billing under This Period

      Step 7: Handle Rejected or Delayed Sheets

      For Rejected Sheets:

      1. Open the sheet and review the corrections provided by the Client Rep.
      2. Make the necessary corrections or clarifications.
      3. Choose how to proceed. (Needs confirmation: the options available from the ••• menu on a rejected sheet. The previous version listed the following.)
        • Edit and Resubmit: Update the sheet and send it again.
        • Duplicate Sheet: Create a new version with the corrections.
        • Cancel Sheet: Withdraw the sheet if the work wasn't carried out as recorded.

      For Delayed Approvals:

      Client Reps are emailed in two ways while a sheet is waiting for them:

      • Individual sheet email: Sent when a daywork sheet is assigned to them for review.
      • Daily reminder digest: Sent once a day, listing all sheets still pending their review.

       

      💡 Pro Tip: Keep communication professional and give extra context if an approval is delayed.

      Understanding the Results

      After a sheet is approved, you'll have:

      • Approved Status: The sheet status changes from Sent (or Draft, for in-person signing) to Approved.
      • Signed Record: The sheet includes both your signature and the Client Rep's signature.
      • Client Notes: Any notes the Client Rep added when agreeing are kept with the sheet. (Needs confirmation: where these notes appear on your side.)
      • Billing-Ready Documentation: Approved sheets can be included in billing reports.
      • Updated Job Figures: Job summary figures update with the approved work, where rates have been set for the items used. Cost and value figures are only visible to Org Admin and Admin + Billing users.

      The approved sheet becomes part of your permanent project records and is also available to the Client Rep in their Sheets History.

      Troubleshooting Common Issues

      Problem: Client Rep not receiving the email
      Cause: Incorrect email address, spam filtering, or Assigned sheet emails turned off in their Client Inbox settings.
      Solution: Check the Client Rep's email address in Directory > Clients. Ask them to check their spam or junk folder and their Client Inbox notification settings. They can also log in to the Client Inbox directly and look under Pending Sheets.

      Problem: Client Rep can't log in to the Client Inbox
      Cause: The verification code has expired (codes last 10 minutes), or they entered a different email address.
      Solution: Ask them to click Resend Code for a new code. If they used the wrong address, they can click Change email. They must use the email address saved for them in your Directory.

      Problem: Client Rep can't see the sheet in their Client Inbox
      Cause: The sheet was sent to a different Client Rep, or they've logged in with a different email address. Solution: Check which Client Rep the sheet was addressed to. Confirm they're logging in with the email address saved in your Directory.

      Problem: In-person signature not capturing properly
      Cause: Screen sensitivity, a dirty screen, or touch response issues.
      Solution: Clean the screen thoroughly. Try a stylus or a different finger pressure. On the Mobile App, tap Clear to start the signature again. Restart the app if the touch response seems poor.

      Problem: Sheet stuck in "Sent" status
      Cause: The Client Rep hasn't completed their review yet. Solution: Contact the Client Rep to confirm they've received the sheet and can see it in their Client Inbox. If they can't access it, contact support.

      Problem: Sheet rejected without a clear reason
      Cause: The Client Rep has concerns about the work, quantities or documentation. Solution: Review the corrections they entered. Contact the Client Rep directly to discuss, and check the sheet details for anything inaccurate.

      Problem: Can't create or send a sheet
      Cause: Your role is Read Only, or you don't have access to the job. Solution: Ask your Org Admin or an Admin to check your role and job access in Settings > Team & Access.

      Problem: Can't find signed sheets
      Cause: Status filters are applied, or you don't have access to the job.
      Solution: Clear the status filters on the Sheets page or the job's Daywork Sheets tab. If the sheet still isn't visible, ask your Admin to check your job access.

      What's Next?

      With your daywork sheets approved, your next steps are:

      • Create additional sheets: Keep recording ongoing work.
      • Compile sheets for billing: Combine approved sheets into billing reports with Compile. Compile is an add-on, available to Org Admin and Admin + Billing users.
      • Maintain client relationships: Use your signed records to show clear, transparent reporting.
      • Seek client feedback: Check your Client Reps are enjoying the Dayworkbook difference.

      Related Articles

      • Creating a Daywork Sheet with Multiple Resource Types
      • Compiling Multiple Sheets for Client Billing
      • Managing Client Representatives and Contact Information
      • Understanding Daywork Sheet Status and Workflows

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