How does the "Require Estimate Approval" setting work? – Projul Knowledge Base

With the "Require Estimate Approval" setting toggled on, you can specify which users have the ability to edit and create Estimate documents. When marked "ready," Estimate documents enter a "review" state where they can be approved by Users that have permission to approve Estimate documents before they are sent out to customers.

Why use this setting?

If people besides administrators are creating or editing Estimates in Projul, you may want to enable the "Require Estimate Approval" setting.

When this setting is turned on, only users with special permissions can approve and send Estimates to customers. By default, this permission is off for all users, so you'll need to manually assign it to the right team members (like managers or owners).

Here’s how it works:

Estimators without approval permission can mark an Estimate as "complete."
This sends the Estimate to an authorized reviewer for approval.
The reviewer checks for accuracy and formatting before the Estimate is sent to the customer.

This extra review step helps ensure that only finalized and properly reviewed Estimates are sent out.

Turning on "Require Estimate Approval" via Settings

To toggle the "Require Estimate Approval" in the settings:

Access the settings menu within Projul by clicking on your User initials in the bottom left-hand corner of the screen
From the pop-up menu, select "Settings"
At the top of the Settings sidebar, select the "Estimates" submenu from the drop-down list of Settings submenus
Navigate to the "Estimate Details" header approximately halfway down the sidebar menu. Toggle on the fourth setting option "Require Estimate Approval to Send."

Setting a User's permissions

With the "Require Estimate Approval to Send" setting toggled on in the previous step, navigate to the People page. Select the drop-down arrow next to a User you intend to grant the "Estimate Approval" permission to and choose "Edit Employee info" from the drop-down menu to open up the Employee settings sidebar editor for this User.

The ability to approve documents is given out by permission profile, so once you have added it to a profile, everyone who has the profile will be able to approve them. First, select the permission; then, edit the profile you wish to change.

To give the profile permission to approve estimates, select "Document Approval Permission." Then, check "Estimates."

Marking an Estimate "ready for review" as an Estimator without the set permission

Within the Estimate Editor page in Projul, once an Estimator has concluded defining the scope of work for a Project, they can mark it for review by a User with the permission to approve by selecting the blue button at the top of an Estimate document that says "Submit for review".

Make sure that all information has been finalized and does not need to be edited, as the User without permission to approve Estimates will be locked out from making any further changes to this document. Click the "Lock Estimate" option in the pop-up warning message to confirm locking the estimate and sending it for review.

Note that the status of this Estimate now displays as "Waiting for Review" with a time stamp beneath it in place of where the "Draft" button was located.

Reviewing an Estimate for Approval as a User with the permission set

Navigate to the Estimate that is awaiting review. Note that the "Waiting for Review" label is also displayed on the Estimate's tile card on the Estimate page.

As a supervisor, review and ensure that all the information is accurate to the project being worked on. Note that there is a "Pass review" button at the top of the Estimate document. When the review is complete and all necessary changes are made, press the button.

Note that the displayed status now reads "Ready to send to client" and there is another blue button that displays "Publish estimate" Select this button.