Table of Contents
To get a wrap proof approved online, send the customer a link to one exact version of the mockup, let them pin comments on the artwork or ask for changes, and have them sign off with their name, a timestamp, and the color and fit disclaimers before anything prints. Cap revision rounds in your quote terms before design starts, and keep the signed approval on the job so the file that prints is always the file that was approved. In Wraptor, proofs live on the job's Proofs tab: upload the mockup, press Send, and the customer approves on a no-login page that records who signed and when.
The short version
- •Approve a version, not "the design." Every upload gets the next version number, and an approval binds to that one file.
- •Put the revision limit in writing first. Wraptor doesn't cap versions, so the cap is your policy, printed in your quote terms.
- •Make approval a no-login link. The customer opens it on a phone, pins comments, and taps Approve Proof or Request Changes.
- •Make the sign-off mean something. Approval takes a name and three required acknowledgements, including screen-to-print color variance.
- •Decide what approval does to the job. By default the card stays put; one setting moves it forward the moment the customer signs.
- •Keep the record. An approved proof can't be deleted or un-approved, and superseded versions stay on the job.
Why online proof approval matters in a wrap shop
Printed wrap film fits one vehicle. If the phone number is wrong or the logo lands on a door handle, the reprint comes out of your margin, and the argument about who approved what comes down to a text thread nobody can find. An online proof fixes three things: the customer always sees the latest version, feedback lands on the artwork instead of in a paragraph you have to interpret, and the approval is a dated record tied to the exact file. In Wraptor the quote is approved first (the price), and the proof is sent from the job that approval creates (the artwork).
For the designer's side (honest mockups, disclaimers, what an approval should say), read client proofing for wrap designs. For the money side of runaway revisions, read how to handle design revisions without losing money. This guide is the workflow, click by click.
Bottom line: an approval is only worth something if it's written, dated, and tied to one version.
What a good wrap proof contains
| What the proof should show | Why it matters | Where it comes from in Wraptor |
|---|---|---|
| The right vehicle, from every side | Handles and body lines interrupt the design differently on each side | Create Proof Sheet drop zones for Driver Side, Passenger Side, Front, and Rear |
| The design on their own vehicle | Answers "how will it look on mine?" | Photo mockup — pick a vehicle photo in WrapStudio Design |
| Sizes and placement | Lets the customer and installer check placement | Add dimension labels in WrapStudio Design prints callouts on proofs |
| Every phone number, URL, and word | Contact details are the most expensive typo on a wrap | The customer zooms in and pins a comment on any line |
| A version number and dates | The approval binds to one file | Versions number themselves; each card shows upload and send dates |
| Color and fit disclaimers | Screen color is not printed color | Three required boxes in the approval dialog, plus disclaimer text on proof sheets |
| One named approver and a timestamp | "Someone at the office said yes" is not an approval | The dialog records the signer's name, an optional email, and the time |
A proof file can be up to 50 MB, and the proof sheet PDF is a 150 dpi proofing document, not a print file. Keep production files in Print Prep or on the job's Files tab.
Bottom line: if the customer can't check every word, every side, and the color caveat, the approval won't protect you.
Set revision limits before the first proof
Wraptor puts no limit on revision rounds, so the limit is your policy. Two included rounds is the common working standard, a round being one consolidated list of changes. Write it where the customer reads it before approving the price:
- 1.Go to Money → Quote Settings → Quote defaults and add your revision sentence to Terms printed on every quote, for example: "Design includes two rounds of revisions on the chosen concept; additional rounds are billed at our hourly design rate." Press Save quote defaults. Every new quote copies it.
- 2.To change it for one job, open that quote's Details card, find Terms, and click Customize.
- 3.Save an extra round as a priced item under Money → Quote Settings → Materials, labor & add-ons → Wrap → 3. Per-item add-ons, with a name, price, unit, and tax basis (setup steps are in Quote setup). An approved quote stays locked, so bill extra rounds on a separate quote.
The version numbers keep the count honest. When a customer asks for a fourth set of changes, the Proofs tab shows exactly how many versions they've already seen.
Step 1: Put the artwork on the job
Proofs belong to a job, not a quote. There are three ways to get one there:
- 1.Upload a file. Open the job from the Jobs board, choose Files & design, then the Proofs tab, and click Upload Proof. Pick a PNG, JPG, WebP, SVG, PDF, or HEIC file. It appears as Version 1 with the status Pending Review.
- 2.Build a four-view sheet. On the same tab, use Create Proof Sheet: drop an image on each of Driver Side, Passenger Side, Front, and Rear, use Edit disclaimer text for your own wording, then click Save as Proof. The Proofs hub's Create Sheet builder adds an APPROVED BY footer to its PDF; its Save to Job files the proof without sending it.
- 3.Send it from WrapStudio. In WrapStudio Design, use Export → Photo mockup — pick a vehicle photo to see the design on the customer's photo, then Send to job… → Create proof, which saves a render of the artboard as the job's next version and puts the approval link on your clipboard.
Step 2: Send the proof for no-login approval
- 1.On the version card, click Send. Wraptor marks the proof sent, copies its link to your clipboard, and opens the Email Preview.
- 2.Check the recipient and the subject, which reads "Design Proof Ready — JOB-0142." Pick a Schedule for later time if you'd rather it land in the morning.
- 3.Click Send Email, or click Skip Email and paste the link into a text.
The customer's email carries a Review Proof button, and their tracking page adds a proof card plus a "Review and approve your design" row in the Waiting on you list. No email on file? Copy Link and a text get you the same signed approval. Note that Send on a row in the Proofs hub copies the link without opening the email, so send from the job card when you want the email to go.
Step 3: The customer comments, requests changes, or approves
The proof page opens under your logo, needs no account, and works on a phone: one finger pans, two fingers zoom.
Pinned comments
The customer clicks Comment, taps the spot on the artwork, types in the Add a comment box, and clicks Post. A numbered pin lands on the image. You answer from the job card: click the comment count on the version, type a reply, and click Reply; Mark resolved greys a thread out.
Request Changes
Request Changes opens a box for a description and flips the proof to Changes Requested, and you get a bell and an email with their words. That text is pinned at the center of the image, so for spot-specific feedback, ask customers to use Comment.
Approve Proof
Approve Proof opens the sign-off: Your Name (prefilled from the job's contact when there is one), Email (optional), and three boxes that must all be ticked before the button turns on:
- •"I understand colors may vary +/- 3-5% from screen to print"
- •"I understand the design may shift when applied to vehicle curves" (a sign, banner, or wall job gets a version worded for the final surface)
- •"I approve this proof and accept responsibility for the design as shown"
When they sign, the proof flips to Approved, their buttons are replaced by a line naming who approved it and when, and you get a bell and an email saying the proof is ready for print. If a customer says they can't approve, it's almost always an unticked box.
Step 4: Handle changes and send the next version
- 1.When a change request lands, the job's Proofs tab shows a dot and the bell carries the customer's words.
- 2.Read the thread and reply if you need to ask something back. If the customer phones in changes, log what was agreed in Proof notes, the internal thread the customer never sees.
- 3.Make the changes and click Upload Proof again. Wraptor assigns Version 2 and marks the open version Superseded, so the customer always lands on the latest file.
- 4.Click Send on the new version.
To see everything waiting on customers, open Proofs in the sidebar and filter by Pending or Changes. An empty Activity column means the customer hasn't opened the link; your own team's opens never count. Once Wraptor turns on stage actions for your shop, Chase an unanswered proof on your design stage (Settings → Workflow → Automation → Stage actions) sends one reminder 1 to 14 days after the proof went out.
Step 5: Decide what approval does to the job
Out of the box, approving a proof does not move the job; you move the card yourself. To have the approval do it:
- 1.Go to Settings → Workflow and scroll to the Automation panel.
- 2.Under Proof approval, set When a proof is approved, move the job to and pick the stage, Production for example.
From then on the card moves the moment the customer signs. It only moves forward, never into your completion stage, and if the job's current stage requires a signed-off checklist, the card stays put and the bell tells you why. If your shop has stage actions turned on, the ones on the destination stage run after that move too.
Bottom line: let the signature move the card only if your next stage really starts with printing.
Step 6: Keep the record
The approval is the document you'll reach for in a dispute, so Wraptor keeps it locked:
- •No un-approve. The status is permanent, and an approved proof can't be deleted.
- •What was recorded. The signer's name, the optional email, the timestamp, and all three acknowledgements.
- •Full history. Superseded versions stay on the job, and the job's Timeline tab lists Proof sent and Proof approved alongside quote, invoice, and payment events.
- •The approved art follows the job. The job's Packet includes a Proof sheet of the approved artwork, and the installer link shows it to off-site installers. A proof sheet saved from the hub is also filed under the job's Files as PROOF.
- •The customer keeps it too. Their tracking page switches to View Approved Proof.
If the wrong version got approved, upload a corrected file: it becomes a fresh Pending Review version, and the earlier approval stays on record. If a card payment on the job is ever disputed, the signed approval is part of the evidence Wraptor asks you to send to support@wraptor.app.
Managers and Designers hold the proofs permission by default; Production and Installer roles see the Proofs tab read-only, so the crew knows what was approved. Nothing in Proofs is plan-walled: it's open on every plan and during the trial. Full detail is in the Proofs manual and on the proofing feature page.
Bottom line: the approved version, the signer, and the time stay on the job for good, which is the whole point of proofing online.
Run your next proof through Wraptor
Take the next job waiting on a design, upload the mockup on its Proofs tab, and send it from there; the full loop, from pinned comments to a signed approval, works on every plan. Start a 7-day free trial at wraptor.app/trial, with no card required, or book a demo to see the proof loop on a real job.
FAQ
How do I get a customer to approve a wrap design online? Send them a link to the exact proof version instead of an attachment. In Wraptor you upload the mockup on the job's Proofs tab and press Send; the customer opens the link, pins comments or requests changes, and approves by typing their name and ticking three acknowledgements. The approval is timestamped and stays on the job.
Does the customer need an account to approve a proof? No. The proof page opens from the link in their email or on their tracking page, with no login and no app, and it works on a phone. Anyone holding the link can view the proof, so send it only to the customer.
How many revision rounds should a wrap proof include? Two included rounds is the common working standard, with a round defined as one consolidated list of changes. Wraptor does not cap proof versions, so put your limit in the terms printed on every quote and bill extra rounds at your design rate.
Does approving a proof move the job to production? Not by default; you move the card yourself. If you set When a proof is approved, move the job to under Settings → Workflow → Automation, the card moves forward the moment the customer signs. It never moves into the completion stage, and a stage that needs a signed-off checklist holds it.
Can a customer take back an approval, or can I delete an approved proof? No to both. Approval is permanent and an approved proof can't be deleted, because it is the record. If the wrong version was approved, upload a corrected file and send it; the earlier approval stays on file.
Can I see whether the customer opened the proof? Yes. The job card and the Proofs hub show a view count and a comment count, and the first genuine open rings your bell. Your own team's opens are not counted, so an empty count means the customer hasn't looked yet.
Manual: Proofs · Jobs · Studio · WrapStudio Design · Files · Track · Quote setup · Settings
The Wraptor Team
Wrap-industry veterans
The Wraptor team is made up of wrap-industry veterans — shop owners, installers, and designers — writing about pricing, materials, and shop operations from inside the trade.
Keep reading · For Wrap Shops
Next steps