Why a record pays off
There are three typical situations: the client wants to change something after printing, they deny having seen a particular version, or the invoice is held back with reference to open change requests. In all three cases, gut feeling does not help. What helps is proof that shows person, version and time.
What belongs in an approval record
- Who: name and email address of the person who decided.
- What: the file and the exact version that was approved.
- When: date and time of the decision.
- Decision: approved, revision requested or rejected.
- History: the comments that led to the decision, with names and dates.
Where records usually get lost
- In long email threads where nobody remembers which attachment was meant.
- In messenger chats that are no longer searchable or have been deleted months later.
- In a phone call or meeting, when nobody confirms the outcome in writing.
- In file names like "final_v3_new" that say nothing about which version was approved.
How to go about it
- Name and number every version unambiguously.
- Request the approval explicitly. A question like "Do you like it?" is not enough. Better: "Please approve version 3 by Friday or request a revision."
- Capture the decision in one place, not across three channels.
- After approval, file a summary, for example as a PDF with the project or the invoice.
- Treat changes after approval as a new version and have it approved again, ideally with a note about the additional effort.
This guide is not legal advice. What effect an approval has depends on your contract and the type of service. For disputes or retention periods, ask your lawyer or tax advisor.
Wording for the approval request
If you are not working through a portal, a clear template helps: "Attached is version 3 of the flyer. Please confirm by Friday, October 16, with a short reply that you approve this version, or list the changes you want. With your approval, the file goes to print. Later changes will then be a new order."
How CLAPPO creates the record
In CLAPPO, the decision is stored per file with name, date and version. One click creates a PDF project summary with every file, its approval status, all versions and the comment history. You file it with the invoice or in your archive. The workflow itself is described in the guide Client approval by link.