Vendasta gives you flexibility when sending orders to customers for approval, whether or not you require payment upfront. This guide covers how the customer approval workflow functions, what outcomes you can expect, and how to enable the necessary permissions for your team.
Overview
Salespeople can be granted the ability to send orders to customers for approval. Additionally, you can configure whether payment is required at the time of approval. These features are fully customizable from the Partner Center and are governed by role-based permissions.
What Happens When You Use “Send for Customer Approval”
When sending an order for customer approval, you can choose whether payment is required by selecting the “Require payment” checkbox during the workflow.
With Payment Required
If Require payment is checked, the customer must successfully complete the payment for the order to be approved. Once payment is received:
- Payment is logged and associated with an order number
- An invoice is generated and marked as Paid
- Retail subscriptions (if applicable) are created based on the order
- The billing recipient and method of payment are saved in the customer's billing settings (if applicable)
- Products and services activate on the specified start date
- The order status will update to Activated or Activation Errors
Without Payment Required
If Require payment is left unchecked, the customer only needs to approve the order without payment. In this case:
- Retail subscriptions (if applicable) are created based on the order
- Products and services activate on the specified start date
- The order status will update to Activated or Activation Errors
Order Decline & Cancellation Scenarios
Orders will not activate if:
- The customer declines the order → Status: Declined
- The customer fails to make a successful payment (when required) → Status: Declined
- The offer expires before the customer takes action → Status: Cancelled
How to Enable Customer Approval and Payment for Salespeople
Partner Center admins can enable this feature for Salespeople roles:
- Go to Administration > Customize > Sales > Configure sales orders and processes
- Locate the Salesperson submit actions card
- Check the box for “Allow salespeople to send an order to customers for approval”
- To enable payment collection, also check “Orders sent for approval by salespeople can accept payment”
This setting allows Salespeople to optionally require payment when sending orders to customers.
Admin Permissions for Customer Approval
Admins can also use the customer approval workflow—if they have the “Can Manage Retail Billing” permission.
To manage permissions, follow the steps in our Permission Management Guide.