Client Media Estimate - Electronic Approval

What is it?

Send a Media Estimate to a client, collect a secure digital response, and retain a clear history of the client's acceptance or rejection.

Before you begin

Confirm that the Media Estimate is ready to issue and that the correct client contact information is set. The client email contains the estimate details and a secure review link, so verify the recipient before sending.

Generate a Media Estimate

1. Generate the estimate
   1. Navigate to Media > Media Schedules and apply the relevant filters
   2. Select one or more media schedules by checking the box to the left of each line.  You'll see a list of available actions at the bottom right of the page.
   3. Click "Create/Update Estimates" to generate the estimate. The "Estimate Status" column for each line will be updated from "Not Created" to "Created".  
   4. Revisions to the media schedule will automatically trigger an "Update Required" status. The system assigns a new Estimate Version No. for each revision.
2. Review the estimate details
   1. Navigate to Media > Media Estimates. Each Media Estimate inherits the Schedule No. as the Media Estimate number.  
   2. Click into the Schedule No. link to review the Estimate details. 
      1. Enter the Client Order No. if not already specified on the Media Schedule.
      2. Choose a different Disclaimer to override the system default if needed. 
      3. Navigate to Settings to assign or update the Client Contact and/or enter Media Estimate-specific Notes.
3. If internal approval is required, click "Submit" to route the Media Estimate to the relevant approver(s).

Send a Media Estimate to the Client

You can send the Media Estimate within the Media Estimate form or from the "Search Media Estimates" page. 

1. Select one or more lines and click "Email" at the top of the page.  An "Email Text" pop-up allows you to enter additional e-mail instructions. 
2. Click "Send".  You'll receive a notification at the bottom left of the page that the email has been sent successfully. 
3. The "Send Status" on the Search Media Estimates page is updated from "Unsent" to "Sent".
4. The "Acceptance Status" is shown as "Sent" and is updated to "Accepted" or "Rejected" depending on the client's response. 

What the client receives

The client receives an email containing:

• The Media Estimate details, including the total value
• A secure link to review and respond online

The client does not need to return a separate signed document through email. The secure review page allows the client to view the estimate before responding and to print or save the document if needed.

Client review and response

From the secure review page, the client chooses one of the following responses:

• Accept: Confirms agreement with the estimate.
• Reject: Declines the estimate and allows the client to provide comments explaining the reason.

The client is required to provide their name, email address, and any comments. These are tracked in the Acceptance History details. 

Track the estimate status

After the client responds, Counta updates the estimate status and retains the approval activity for future reference.  

If the client rejects the estimate

• Review the comments: Use the client's explanation to understand the issue with the estimate.
• Determine the required change: Coordinate any correction or revision needed.
• Issue the revised estimate: When applicable, generate and send the updated Media Estimate so the client can review the current details.

The approval history provides a record of the client's responses. Use the current estimate status and activity history when following up on an outstanding response or reviewing a prior decision.