The Wraptor handbook

Proofs — send artwork mockups and get signed customer approval before production

Who it's for

Designers and managers use Proofs every day: upload a mockup, send the approval link, and watch the status change as the customer reviews. Owners use the shop-wide Proofs hub to see which jobs are waiting on feedback and which are cleared for production. Customers never need an account — they open a link from their email or their tracking page, view the design, leave pinned comments if something needs changing, and click Approve Proof when they are happy.

Where it fits

A proof sits between design and production. The designer uploads the artwork once it is ready, sends the link, and nobody prints or cuts until the customer has approved. By default approving a proof does not move the job — stages are your own, so you move the card yourself once the sign-off lands. If you would rather it moved itself, set Settings → Workflow → Automation → When a proof is approved, move the job to and pick the stage (Production, say): the card moves the moment the customer signs. It never moves a job backwards or into the completion stage, and if the job's current stage requires a signed-off checklist the card stays put and the bell tells you why. See workflow-map.md and personas.md for the wider picture.

Overview

A proof is the digital mockup — the image or PDF the customer sees before anything is printed. Wraptor handles the whole round-trip: upload a file, get a unique shareable link, let the customer review and pin comments straight onto the artwork, and record their signed approval (or change request) as a timestamped record on the job.

Proofs are version-controlled. Every time you upload a new file for the same job, Wraptor assigns the next version number and marks any still-open proof (Pending Review or Changes Requested) as Superseded, so the customer always lands on the latest version. There is no limit on revision rounds.

The public proof page needs no login, no app, and works on a phone.

Proofs is open on every plan and during the 7-day free trial (no card required). What it needs is the proofs permission (see Settings & permissions). There is no free plan; a shop without a plan lands on the plan picker, and canceling keeps its proofs. Send emails the customer; Copy Link shares the same link by text, WhatsApp or any other channel. See plans.md.

Proofs hub (/proofs) Every proof in the shop, across all jobs. Reached from Proofs in the sidebar.

A counter strip along the top: N total, plus N pending (amber), N changes requested (orange) and N approved (green) whenever those counts are above zero.
Two tabs — All Proofs and Print Prep — with a Create Sheet button beside them.
On All Proofs: a search box (Search job, customer, vehicle...) that matches job number, job title, customer name or vehicle, and status filters All / Pending / Changes / Approved / Superseded.
Columns: thumbnail, Job / Customer, Status, Activity (views and comments), Sent, and the row actions. Newest upload first — there is no sort control.
Row actions: Send on a proof that has never been sent, a copy-link icon once it has, and an open-in-new-tab icon that shows the customer's view. Superseded rows are dimmed and carry no actions.
Clicking the job number or title opens that job on its Proofs tab.

Proofs tab on the job card Open a job from the Jobs board (or any /jobs/<id> link) and pick the Proofs tab. Three panels stack here:

Proofs (N) — every version for this job, newest first, with an Upload Proof button in the header. Each version card shows the version number, a status badge (Pending Review / Changes Requested / Approved / Superseded), the filename and size, then Uploaded {date}, Sent {date}, Viewed Nx, N comments and Approved by {name} as they happen. Actions are Send (or Copy Link once sent), an open-in-new-tab icon, and a delete icon on anything not yet approved.
Proof notes — an internal thread for the team, never shown to the customer. Use it when a client phones about a proof: log who called, what they want changed, and what was agreed. Author and time are stamped automatically. The same notes also appear in the Details tab's note list with a Proof tag. The Production tab has a matching Production notes panel for instructions the floor needs.
Create Proof Sheet — a compact four-view sheet builder for this job (see Capabilities). It is only shown to users who hold the proofs permission.

Print Prep tab (/proofs → Print Prep) Preflight and panelize finished print files that arrive from a designer or agency. Wraptor leaves the artwork itself untouched — it checks the file, picks a roll, rotates and tiles it.

Public proof review page (/proof/<token>) The customer-facing page. No login — access is the token in the URL. Covered in "Public touchpoint" below. A dead or mistyped link lands on a plain Link unavailable panel that reads "This proof link isn't available."

Capabilities

Uploading proofs

Upload from the job card's Proofs tab with Upload Proof. The file picker opens straight away — there is no description field.
Accepted: PNG, JPG, WebP, SVG, PDF, HEIC/HEIF.
Maximum 50 MB per file.
iPhone HEIC photos are converted to JPEG in your browser before upload, and large images are compressed on the way out. Files over about 4 MB upload straight to storage rather than through the app server, so big PDFs go through.
Uploading onto a job that already has an open proof supersedes the old version automatically — no cleanup needed. An Approved proof is never superseded; it stays on the job as the record.
From WrapStudio: on any finished generation that is attached to a job, the stamp icon in the gallery — its tooltip reads Send to {JOB-xxxx} as proof — files that render as the job's next proof version.

Sending proofs for review

Click Send. Wraptor stamps the proof as sent and copies https://wraptor.app/proof/<token> to your clipboard.
Sent from the job card, the Email Preview modal then opens: the recipient and sender lines, the subject Design Proof Ready — {JOB-xxxx}, a live preview of the email, an optional Schedule for later time, and Skip Email / Send Email (once you pick a send time that button reads Schedule Send). Skipping is always allowed.
Sent from the hub row, the proof is marked sent and the link is copied — no email modal. Send the mail from the job card if you want it.
The customer's email leads with the version, the job and project, and a Review Proof button. When the job has a tracking link and the customer is on file, the footer also carries a tracker button and a Manage what we email you link.
If the customer has no email address on file the modal says so; if your plan can't send customer email the refusal appears in a red box and the link is still on your clipboard.
Use Copy Link any time you need to re-share a proof that has already been sent.

Monitoring proof activity

The hub list and the job card both show a view count and a comment count.
Your own team's opens don't count. A signed-in member of the shop can preview the customer's page without inflating the number.
The first genuine open rings the bell: "{customer} just opened proof v{n} on {JOB-xxxx}". Second and later opens are silent.
Status badges move on their own when the customer approves or requests changes.

Comments and replies

Every pin the customer drops on the public page is stored as a comment with its position, the text, and the author Customer.
On the job card, click the N comments line on a version to read the bodies in place. Each thread takes a reply (Reply to the customer… → Reply) and can be closed with Mark resolved. Your replies are authored as Shop and are visible to the customer on their proof page.
Resolved threads grey out; the pin on the artwork dims too.
Limits: 4,000 characters per comment, 200 comments per proof, 50 replies per thread.
New comments close once the proof is Approved or Superseded. The Comment button stays on the public page, but posting a new pin is refused with "This proof is no longer open for comments." Replies to an existing, unresolved thread still go through after approval, so watch for a late word from the customer.

Deleting proofs

Anything not yet approved can be deleted from the job card's Proofs tab. You get a "Delete this proof? This cannot be undone." confirmation.
Approved proofs cannot be deleted — the record is the audit trail.
Deleting a proof also cancels any proof email still queued for a later send.

Proof sheets Two builders produce the same four-view wrap presentation (driver side, passenger side, front, rear).

On the job card — Create Proof Sheet:

Click or drag an image onto each of the four drop zones: Driver Side, Passenger Side, Front, Rear.
Edit disclaimer text opens the default disclaimer for editing.
Export PDF downloads the sheet. Save as Proof files it on this job as the next proof version and hands you a Saved to this job — share with your customer: strip with Copy link and an open-in-new-tab icon.

In the hub — Create Sheet:

Job Info: pick the job under Link to Job. Job # and Customer stay empty — the job's number and title show as grey placeholders and are what prints unless you type over them. The Customer placeholder is the job title, not the customer's name, so type the name in if you want it on the sheet. Date is today's date, editable.
Vehicle Views: click or drag files onto the four panels.
Disclaimer: edit the wording your shop uses.
In the live preview, drag the three dividers to resize the panels; scroll to zoom an image, drag to pan it, double-click to fit. A reset-layout icon sits beside the action buttons.
Export PDF downloads a landscape letter PDF with your header, the four views, an APPROVED BY footer (Sign and Date lines, APPROVED / NOT APPROVED boxes), your logo, contact details and the disclaimer.
Save to Job files the same PDF as a proof on the selected job — and as a job file in the PROOF category. It does not send it; go to All Proofs or the job card and press Send.

Print Prep

Set Link to a job (optional) if you want the file tied to a job, then click Choose file and pick a print-ready PDF, AI or EPS up to 250 MB. There is no drag-and-drop here — the button is the only way in. The file uploads straight to storage, so real print sizes go through.
Wraptor analyzes it and lists Preflight checks: File Format, File Size, Dimensions & Roll Fit, CutContour Detected or CutContour Layer, Color Mode, Fonts, Bleed and Transparency — each a pass, a warning or a note — with a status badge of Ready, Warnings, Failed, Processing or Pending.
A CutContour badge appears on the row when a cut path is detected. Detection only — Wraptor does not export a separated cut file.
Production appears once Wraptor has read the artwork's dimensions: pick a roll width (54", 48", 42", 36", 30" or 24"), then Rotate 90° or Tile into panels. The line beside the buttons tells you whether the art fits the roll or needs tiling, and how much side waste is left.
Download Original, Rotated and Panels, or Delete the file.

Public touchpoint: proof approval

The customer opens the link and lands on a light, shop-branded review page — no login. Your logo (or shop name) leads the header; the Wraptor lockup sits small in the toolbar. Unlike the tracking, quote and payment pages, this page shows Powered by Wraptor on every plan.

What the customer sees

A sticky header: your logo or shop name, their company name (the job title stands in when the job has no vehicle on file), the job title and version, a ← Back to your job link to their tracking page (tablet and desktop only), the current status badge, and the view count.
A toolbar: zoom out, the zoom percentage, zoom in, reset, a Comment button and a comment-count button that opens the sidebar. The filename and the Wraptor lockup sit at the right.
The artwork on a grey canvas. On a computer, scroll to zoom and drag to pan. On a phone, one finger pans — there is no pinch-to-zoom, so tell customers to use the toolbar's zoom buttons. If a file can't be previewed in the browser they get an Open the proof file link instead.
Numbered blue pins for every comment. Resolved pins go grey.
A sticky bottom bar reading {vehicle or job title} · Proof v{n} with Request Changes (orange) and Approve Proof (green) — shown only while the proof is Pending Review or Changes Requested. Once approved, that bar becomes a green banner: "Approved by {Name} on {date}".

Leaving comments

Click Comment. The cursor becomes a crosshair (the button reads Cancel until they click again).
Click anywhere on the artwork to drop a pin.
An Add a comment box appears with the placeholder Describe what needs to change.... Type, then Post.
The numbered pin lands on the image. Clicking a pin opens that thread in the Comments (N) sidebar, where they can also reply to any thread you have not marked resolved.
You see the same pins and bodies from the job card and can reply there.

Requesting changes

The customer clicks Request Changes.
A dialog opens: "Describe what needs to be changed on this proof." with the box Please describe the changes needed....
On submit the proof flips to Changes Requested and the text is stored as a comment pinned at the center of the image.
You hear about it the first time it happens: a bell — "Changes requested on the proof for {JOB-xxxx}" with the comment as the body — plus an email to the shop. Shops with webhooks set up also get a proof.changes_requested event (api-webhooks.md). Later comments on an already-open change request land in the thread without repeating the alert.
If the submit fails the customer sees "Unable to send change request" and their typed text stays in the box. A request Wraptor refuses — the proof was approved or superseded in the meantime — names that reason instead.

Approving a proof

The customer clicks Approve Proof.
The dialog asks them to review the disclaimers and sign off:
- Your Name (required)
- Email (optional)
- Three boxes, all required 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"
  - "I approve this proof and accept responsibility for the design as shown"
They tick all three, type their name, and click Approve Proof.
Wraptor records the approval — signer name, optional email, timestamp and all three acknowledgements — and flips the proof to Approved.
The action buttons are replaced by "Approved by {Name} on {date}".
You get a bell — "{Name} approved the proof for {JOB-xxxx}" / "Proof v{n} is ready for print." — plus an email to the shop, and a proof.approved event for shops with webhooks. It fires once, even if the button is double-clicked.
The customer is never left with a silent stall. A request that fails to land reads "Unable to approve — Please try again, or contact the shop directly."; an approval Wraptor refuses — already approved, or superseded by a newer version — names that reason instead.

After approval

The status is permanent. There is no un-approve.
Uploading a new file for the job creates a fresh Pending Review proof at the next version. The approved one stays on the job as the record; superseded ones stay visible too.
The job's stage does not move on its own — advance the card yourself.

On the customer's tracking page Once a proof has been sent, the customer's tracking page carries a card for the latest version: Review Design Proof (or View Approved Proof once signed), "Version {n}", and a chip reading Pending Review, Approved or Changes Requested. It links to the same proof page. See track.md.

Step-by-step tasks

Upload a proof and send it for approval
1. Open the job from the Jobs board and click the Proofs tab.
2. Click Upload Proof and pick the artwork (PNG, JPG, WebP, SVG, PDF or HEIC; max 50 MB).
3. The proof appears as Version 1 with status Pending Review and no sent date.
4. Click Send. The link is copied to your clipboard and the Email Preview modal opens.
5. Check the recipient and subject, then Send Email — or Skip Email and paste the link into a text instead.
Handle a change request and send a revision
1. When the customer submits, the proof flips to Changes Requested and the bell rings with their words.
2. On the job's Proofs tab, click the N comments line to read the request in place. Reply there if you need to ask something back.
3. Make the change in your design software.
4. Click Upload Proof again with the new file. Wraptor assigns Version 2 and marks the old one Superseded.
5. Click Send on the new version and email or share the fresh link.
Chase what is waiting
1. Go to Proofs in the sidebar.
2. Filter by Pending or Changes to see everything outstanding.
3. Read the Activity column — an empty one means the customer has not opened the link yet.
4. Click the open-in-new-tab icon on a row to check the customer's view (your look never counts as a view).
5. Click the copy icon to re-share the link.
Build a proof sheet in the hub
1. Go to Proofs → Create Sheet.
2. Under Job Info, pick the job in Link to Job. The job's number and title appear as grey placeholders in Job # and Customer and print as-is — type over them if you want the customer's actual name on the sheet. Date is today's.
3. Under Vehicle Views, click or drag images onto Driver Side, Passenger Side, Front and Rear.
4. In the preview, drag the dividers to size the panels. Scroll to zoom a panel, drag to pan, double-click to fit.
5. Edit the Disclaimer if your shop uses its own wording.
6. Export PDF to download it, or Save to Job to file it as a proof.
7. Open the job's Proofs tab (or All Proofs) and press Send to get it in front of the customer.
Preflight a print file
1. Go to Proofs → Print Prep.
2. Optionally pick the job in Link to a job (optional), then click Choose file and select the PDF, AI or EPS.
3. The row opens by itself when the analysis lands — read Preflight checks inside it. Clicking a row's header opens or closes it later.
4. Under Production, set the roll width you will print on.
5. Use Rotate 90° or Tile into panels as the fit line advises.
6. Download Original, Rotated or Panels for the printer.
See the proof as your customer sees it
1. From the hub row or the job card, click the open-in-new-tab icon.
2. The public page opens in a new tab, exactly as the customer gets it.
3. Check the file rendered, read any pins, and confirm the status badge.

Settings & permissions

Plan requirement The Proofs hub, the job card's Proofs tab, proof sheets and Print Prep are open on every plan and during the 7-day free trial (no card required); nothing in Proofs is plan-walled. There is no free plan — a shop without a plan lands on the plan picker, and canceling keeps its proofs.

Who can manage proofs The proofs permission controls it. By default:

Manager — holds every permission, including proofs.
Designer — holds proofs: upload, send, reply, resolve, delete, proof sheets, Print Prep.
Production — does not hold proofs.
Installer — does not hold proofs.

Without it, /proofs redirects to the Jobs board and the sidebar entry is hidden. The job card still shows its Proofs tab so the crew can see what was approved, but the upload, send, delete, reply and sheet controls are not rendered. Change a role's permissions at Shop → Team → Roles & Permissions.

Customer approval page /proof/<token> is open to anyone with the link — no Wraptor account. The token is a unique id minted when the proof is created. There is no way to rotate or revoke it; if you need to kill access, delete the proof (only possible before approval) and upload again.

Email notifications Two registry rows cover proofs, and neither has a switch:

Settings → Customer messages → Jobs → Proof ready — "When you send a proof for approval." Marked Always, because the email is part of pressing Send.
Settings → Team notifications → What your team gets → Proof answered — "When a customer approves a proof or asks for changes." Also Always.

Every proof send shows in the Activity timeline on Settings → Customer messages with its real delivery state. See messages.md.

Tips & common pitfalls

Check the Activity column before you chase. An empty one means the link has not been opened. Your own opens never count, so the number is honest.
Superseding is automatic. A new upload closes the old open version for you. Don't delete old versions — they are the revision history.
Approved proofs cannot be deleted. If the wrong version got approved, upload a new one to get a fresh Pending Review proof. The old approval stays on record but the new version is what the customer sees.
All three disclaimers are required. The Approve button stays off until every box is ticked and a name is typed. If a customer says they cannot approve, that is almost always why.
Change requests land in the middle of the image. The Request Changes button carries no pin position, so its comment sits at the center. For feedback tied to a spot on the artwork, ask customers to use the Comment tool instead.
Approving does not move the job — unless you ask it to. Out of the box Wraptor leaves your stages alone and you advance the card yourself. Settings → Workflow → Automation → When a proof is approved, move the job to makes the approval do it: forward only, never into the completion stage, and a stage with an unfinished sign-off checklist holds the card and rings the bell instead.
The proof sheet PDF is a 150 dpi proofing document. Good for approval, not a print file. Send the real art through Print Prep.
Save to Job does not send. The hub's sheet builder files the proof silently; go and press Send.
Compress oversized files. The cap is 50 MB per proof. If your print-ready PDF is bigger, proof a lighter mockup and keep the production file in Print Prep or files.md.
No email address? Send by link. Copy Link and a text message get you the same signed approval.

Jobs — proofs live on a job; the Proofs tab is part of the job card.
Studio — generate a wrap render, then send it to the job as a proof from the gallery.
Files — a saved proof sheet also files itself as a job file in the PROOF category.
Track — the customer's tracking page carries a card for the latest sent proof.
Quotes — quotes have their own approval flow; proof approval is for artwork, not pricing.
Messages — the Proof ready and Proof answered rows, and the Activity timeline that logs every send.
Team — where the proofs permission is granted.
API & webhooks — the proof.approved and proof.changes_requested events.
Plans — the 7-day trial and what each plan includes.
Workflow map — where proof approval sits in the job's life.
Personas — how designers, managers and customers meet at the proof.