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Getting Daywork Sheets Signed

Platform: Both (Web Application and Mobile App) 
User Type: Standard and above
Difficulty: Beginner 
Estimated Time: 5 minutes 
Last Updated: September 2025

Quick Summary

Learn how to get Client Representative approval for your daywork sheets using in-person signing on your device or email-based approval workflows. This process transforms draft sheets into approved documentation for billing and payment.

What You'll Learn

  • Choose between in-person and email approval methods
  • Facilitate in-person signing using your device (web or mobile)
  • Send daywork sheets via email for remote approval
  • Understand the client approval experience and requirements
  • Track approval status and handle rejected or pending sheets
  • Manage digital and handwritten signature workflows

Before You Start

Prerequisites:

  • Completed daywork sheet in "Draft" status
  • Client Representative selected during job setup
  • Valid contact information for Client Rep (email required for remote approval)

You'll Need:

  • Access to your Dayworkbook account on web or mobile
  • Client Representative available for approval (in-person) or valid email address (remote)
  • Clear understanding of the work documented on the sheet

Step-by-Step Instructions

Step 1: Access the Signing Workflow

1. Navigate to your completed daywork sheet from Jobs > Job Details

 

or Sheets section, or continue creating a daywork sheet from previous article

2. Ensure the sheet status shows "Draft"

3. Click the sheet to open it and review the content. Click “Next” until you reach the Client Rep page. 

5. Select the name of the Client Rep who will be signing, and whose name should appear on the sheet

                                             

4. Click "Create Sheet" then look for the "Sign" or approval button options

🎯 Key Point: Only sheets in "Draft" status can be submitted for approval 

📱 Mobile Note: Mobile interface optimises the signing process for field use with larger touch targets

Step 2: Choose Your Approval Method

You have two options for getting Client Representative approval:

In-Person Signing:

  • Client Rep signs directly on your device
  • Immediate approval and status change
  • Best for on-site work with client present

                                             

Email Approval:

  • Sheet sent via email to Client Rep
  • Client signs remotely on their own device
  • Ideal for remote/busy clients or post-work approval

                                            

Select your preferred method based on client availability and project requirements.

Step 3: In-Person Signing Process

For In-Person Approval:

1. With the Client Representative present, select "In-Person" approval option

2. Hand your device to the Client Rep for review

3. The Client Rep can:

  • Review all work details, quantities, and photos
  • Scroll through the complete daywork sheet
  • Ask questions about any entries before signing

4. You sign first in front of the Client Rep, using either a drawn signature or digital signature (if configured)

5. Client Rep then draws signature directly on screen using finger or stylus (no option for digital signature in-person for security reasons)

6. Client Rep confirms signature and submits approval

7. Sheet status immediately changes to "Approved"

💡 Pro Tip 1: Ensure your device screen is clean and responsive for smooth signature capture 

💡 Pro Tip 2: Using a tablet mimics the size of a paper book, and will be easier to review daywork sheet content for the Client Rep

⚠️ Watch Out: Once signed in-person, the approval is immediate and cannot be easily reversed

Step 4: Email Approval Process

For Remote Email Approval:

1. Select "Email" approval method

2. Review the generated daywork sheet for correctness

3. You sign the sheet first

4. Click "Send" to dispatch the email to the Client Rep

What the Client Rep Receives:

  • Professional email with a secure link to review and approve the sheet online

   

  • Ability to easily review all photos, descriptions, and resource details
  • Options to approve or reject with comments
  • Option to draw signature or configure and use a digital signature    

   

🎯 Key Point: Email approval provides a complete audit trail and allows clients to review at their convenience 

📱 Mobile Note: Clients can approve via email on any device - mobile, tablet, or desktop

Step 5: Client Representative Review Experience

Understanding what Client Reps see helps ensure smooth approvals:

Review Interface:

  • Complete daywork sheet with company branding
  • All resource details (labour, equipment, materials, rate items)
  • Photos with captions and work descriptions
  • Date, location, and project reference information

Approval Options:

  • Approve: Accept the work as documented, including comments if desired
  • Reject: Decline approval with mandatory comment required

Security Features:

  • Secure access links
  • Verification of Client Rep identity via email address
  • Timestamped approval records
  • No account required       

Step 6: Monitor Approval Status

Track your sheet progress through the approval workflow:

Status Indicators:

  • Draft: Sheet created but not yet submitted
  • Sent: Sheet submitted and awaiting Client Rep review
  • Approved: Client Rep has signed and approved the work
  • Rejected: Client Rep has declined approval with comments
  • Cancelled: Sheet withdrawn by your organisation

     
 

Notifications:

  • Real-time updates when approval status changes
  • Email notifications for approvals and rejections
  • Push notifications on mobile app (if enabled) 

⚠️ Watch Out: Once a sheet is "Sent", one sheet credit is consumed regardless of final approval outcome

Step 7: Handle Rejected or Pending Sheets

For Rejected Sheets:

1. Review rejection reasons provided by Client Rep

2. Make necessary corrections or clarifications

3. Options include:

  • Edit and Resubmit: Modify the sheet and request approval again
  • Duplicate Sheet: Create a new version with corrections
  • Cancel Sheet: Withdraw if work was not performed as documented
For Delayed Approvals:

1. Set-up email reminders at regular intervals. Configure this in Settings

2. Ask Client Rep to check spam folders

3. Consider switching to in-person approval if urgent

4. Give the Client Rep a call - an app doesn’t replace a conversation

💡 Pro Tip: Maintain professional communication and provide additional context if approval is delayed

Understanding the Results

After successful sheet approval, you should have:

  • Approved Sheet Status: Changed from "Draft" or "Sent" to "Approved"
  • Digital Signature Record: Timestamped approval with Client Rep identification
  • Audit Trail: Complete logs of submission, review, and approval process on platform
  • Billing-Ready Documentation: Approved sheet can now be included in client billing
  • Job Performance Update: Job metrics updated with newly approved work value where rates for items have been set in Directory

The approved sheet becomes part of your permanent project documentation and can be compiled with other sheets for client billing.

Troubleshooting Common Issues

Problem: Client Rep not receiving email approval requests 
Cause: Incorrect email address, spam filtering, or delivery issues 
Solution: Verify email address accuracy in Directory. Ask Client Rep to check spam/junk folders. Consider resending or switching to in-person approval.

Problem: In-person signature not capturing properly
Cause: Device screen sensitivity, dirty screen, or touch calibration issues 
Solution: Clean device screen thoroughly. Ensure good lighting. Try using a stylus or different finger pressure. Restart app if touch response seems poor.

Problem: Client Rep can't access approval link 
Cause: Link expired, browser compatibility, or network issues 
Solution: Resend the approval email to generate a fresh link. Advise Client Rep to try a different browser or device. Check they're not using outdated browser versions.

Problem: Sheet stuck in "Sent" status 
Cause: Client Rep hasn't completed review or technical issues with approval system 
Solution: Contact Client Rep to confirm receipt and review status. If confirmed received but not accessible, contact support for technical assistance.

Problem: Approval rejected without clear reason 
Cause: Client Rep concerns about work quality, quantities, or documentation 
Solution: Contact Client Rep directly to discuss concerns. Review sheet details for potential inaccuracies. Consider scheduling a meeting to resolve disputes.

Problem: Can't find signed sheets or approval records 
Cause: User permission restrictions or filter settings 
Solution: Check sheet status filters in Jobs or Sheets sections. Ensure you have appropriate permissions to view approved sheets. Contact admin if access issues persist.

What's Next?

With your daywork sheets approved, your next steps are:

  1. Create additional sheets - Document ongoing work activities
  2. Compile sheets for billing - Combine multiple approved sheets for client invoicing with our Billing Reports
  3. Maintain client relationships - Use approval data to demonstrate project transparency
  4. Seek Client feedback - Check they enjoyed 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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