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

Who it's for

Designers and managers use the Proofs module every day: upload a mockup, fire off the approval link, and watch the status update as the customer reviews. Owners use the shop-wide Proofs hub to monitor which jobs are waiting on feedback and which are cleared for production. Customers never need an account — they open a link in their email, view the design, leave pinned comments if anything needs changing, and click "Approve Proof" when they're happy.

Where it fits

Proofs lives between the Design stage and the Approved / Production stages of the job lifecycle. The designer uploads the artwork once it is ready, sends the link to the customer, and the job should not advance to printing or scheduling until the proof is approved. See workflow-map.md and personas.md for the full picture.

Overview

A proof is the digital mockup — the image or PDF the customer sees before anything is printed or cut. Wraptor's proofing module handles the entire round-trip: upload a file, generate a unique shareable link, let the customer review and annotate directly on the artwork, and record their signed approval (or change request) as a timestamped database record.

Proofs are version-controlled. Every time the designer uploads a revised file for the same job, Wraptor automatically assigns the next version number and marks the prior pending or change-requested proof as "Superseded" so the customer always lands on the latest version. There is no limit to the number of revision rounds.

The public approval page (the URL the customer receives) requires no login, no app download, and works on any device including phones.

Proofs is a paid feature. It is available on all paid plans (Solo and above) and is not available on the Free Claim plan.

Screens & navigation

Proofs hub (/proofs) A shop-wide dashboard showing every proof across all jobs. The hub has:

• Summary counters at the top: total proofs, pending count (amber), changes-requested count (orange), and approved count (green).
• A tabbed layout with an All Proofs tab (the list) and a Create Sheet tab (the proof-sheet builder).
• The proofs list is searchable by job number, job title, customer name, or vehicle. You can also filter by status (All / Pending / Changes / Approved / Superseded).
• Each row shows a thumbnail preview (or a document icon for PDFs), job number + title + version badge, the customer and vehicle, status badge, view count and comment count, the sent date, and action buttons (Send / Copy Link / Open in new tab).

Proofs tab on the job detail panel Accessible from the Proofs tab inside any job's detail panel (/jobs → open a job → Proofs tab). Shows only the proofs for that specific job:

• All versions listed, newest first.
• Each card shows version number, status badge, filename, file size, upload date, sent date, view count, comment count, and approval details (who approved and when).
• Upload Proof button in the card header.
• For unsent proofs: a Send button that marks the proof as sent and copies the link to the clipboard.
• For sent proofs: a Copy Link button + an external-link icon to preview the proof as the customer sees it.
• On approval: approval details (signer name + timestamp) shown on the card.

Proof Sheet Creator (/proofs?tab=create) A live PDF builder for multi-view wrap presentations (driver side, passenger side, front, rear). Compose a four-panel layout, drag dividers to resize panels, pan/zoom each image, add shop contact info, and export or save the sheet as a proof on a job. See the Proof Sheet task below.

Public proof review page (/proof/[token]) The customer-facing page. No authentication required — access is via the publicToken in the URL. This is covered in detail in the "Public touchpoint" section below.

Capabilities

Uploading proofs

• Upload from the Proofs tab on a job detail panel using the Upload Proof button.
• Accepted formats: PNG, JPG, WebP, SVG, PDF, HEIC/HEIF.
• Maximum file size: 50 MB per file.
• Optionally add a description when uploading.
• Uploading a new file to a job that already has a pending or change-requested proof automatically supersedes the prior version — no manual cleanup needed.

Sending proofs for review

• Click Send on an unsent proof. Wraptor marks the proof as sent (records sentAt) and copies the shareable link to your clipboard.
• After clicking Send, a prompt appears to email the customer via the Email Preview modal (WraptorMail). You can send the email or skip.
• The shareable link is https://[domain]/proof/[publicToken]. You can send this by any channel — email, text, WhatsApp — the customer just needs the URL.
• If you need to re-share the link after it has already been sent, use the Copy Link button.

Monitoring proof activity

• The hub list and the job's Proofs tab both show a view count — how many times the customer has opened the link — and a comment count.
• Status badge updates automatically when the customer approves or requests changes.

Annotations (staff-side)

• Staff can add pinned annotations to a proof from the dashboard view (same coordinate system as the customer view).
• Each annotation has pinX and pinY coordinates as a percentage of the image dimensions, page number, content, author name, and author type.
• Staff can reply to any annotation thread and mark annotations as resolved.

Deleting proofs

• Proofs that are not yet approved can be deleted from the job's Proofs tab.
• Approved proofs cannot be deleted — their record is part of the audit trail.

Proof Sheet Creator

• Select a job to link the sheet to.
• Fill in job number, customer name, and date (auto-filled from the linked job, overridable).
• Upload up to four vehicle-view images (Driver Side, Passenger Side, Front, Rear) by clicking, dragging, or dropping files.
• Drag the three dividers to resize the four panels.
• Pan and zoom each image inside its panel (scroll wheel = zoom; drag = pan; double-click = reset).
• Edit the disclaimer text.
• Export PDF downloads a print-ready landscape letter PDF with your shop header, approval footer (with sign/date lines and Approved/Not Approved checkboxes), shop logo, contact info, and disclaimer.
• Save to Job uploads the rendered PDF directly as a proof record on the selected job.

Public touchpoint: proof approval

When the customer opens their proof link, they land on a clean, branded review page that requires no login.

What the customer sees

• A sticky header with your shop logo, the job title and vehicle, the version number, and the current status badge.
• A toolbar with zoom in/out, reset, and a Comment button.
• The proof image centered in the viewport. They can scroll to zoom and drag to pan at any zoom level.
• Annotation pins on the image for any existing comments (numbered blue circles).
• A sticky bottom bar with Request Changes (orange) and Approve Proof (green) buttons — only shown when the proof is actionable (status is Pending Review or Changes Requested). Once approved, the bottom bar is replaced with an approval confirmation banner.

Leaving comments (annotations)

1. The customer clicks Comment in the toolbar. The cursor changes to a crosshair.
2. They click anywhere on the image to place a numbered pin.
3. A pop-up form appears ("Add a comment"). They type their feedback and click Post.
4. The pin appears on the image. Clicking the pin number opens the comment in the sidebar.
5. Staff can see all pins and comments on the same page from the dashboard (or from the public link) and can reply to any thread.

Requesting changes

1. The customer clicks Request Changes.
2. A dialog appears asking them to describe what needs to change.
3. After submitting, the proof status changes to Changes Requested and a new annotation is created with the feedback text.
4. The shop sees the updated status on the Proofs hub and the job Proofs tab immediately.

Approving a proof

1. The customer clicks Approve Proof.
2. A dialog appears with:
   • Your Name field (required).
   • Email field (optional).
   • Three disclaimers the customer must acknowledge before the Approve button becomes active:
     • "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"
3. The customer checks all three boxes, enters their name, and clicks Approve Proof.
4. Wraptor creates a ProofApproval record (signer name, optional email, timestamp, all three acknowledgements) and updates the proof status to Approved.
5. The action buttons disappear and the bottom bar shows "Approved by [Name] on [Date]."
6. The shop sees the proof card update in real time on next page load.

After approval

• The proof status is permanently APPROVED. It cannot be un-approved.
• Uploading a new proof version for the same job creates a fresh PENDING_REVIEW proof. The approved proof remains as a historical record, and any superseded versions remain visible in the job's proof list.

Step-by-step tasks

1. Upload a proof and send it for approval

   1. Open the job in the Jobs board and click the Proofs tab in the detail panel.
   2. Click Upload Proof. Select the artwork file (PNG, JPG, WebP, SVG, PDF, HEIC; max 50 MB).
   3. Optionally enter a description (e.g., "v1 — initial design concept"). Click the upload file picker to confirm.
   4. The proof appears in the Proofs tab with status Pending Review and no "Sent" date.
   5. Click Send. Wraptor marks the proof as sent, copies the link to your clipboard, and prompts you to send an email to the customer via WraptorMail.
   6. Paste or send the link to the customer by your preferred channel.

2. Handle a change request and send a revision

   1. When the customer submits a change request, the proof status updates to Changes Requested and the comment appears in the Proofs tab.
   2. Open the public proof link (or view the annotation from the job panel) to read the customer's feedback.
   3. Make the requested changes in your design software.
   4. Return to the job's Proofs tab and click Upload Proof again with the updated file. Wraptor automatically assigns version 2 and marks the previous proof as Superseded.
   5. Click Send on the new version. The customer receives (or you share) a new link that points to the latest version.

3. Monitor all pending proofs from the hub

   1. Navigate to /proofs (Proofs in the sidebar).
   2. Filter by status Pending or Changes to see what is waiting.
   3. Sort by sent date to identify proofs that have been waiting the longest.
   4. Click the external-link icon on any row to open the customer's view of that proof.
   5. Click Copy Link to re-send the link if the customer hasn't opened it (view count = 0).

4. Create and save a proof sheet

   1. Go to /proofs and click Create Sheet.
   2. Under Job Info, select the job from the dropdown. Job number and customer name auto-fill; adjust if needed.
   3. Under Vehicle Views, upload images for Driver Side, Passenger Side, Front, and Rear by clicking or dragging files onto the drop zones.
   4. In the live preview on the right, drag the vertical and horizontal dividers to size the panels to your liking.
   5. Click a panel to pan the image; scroll to zoom; double-click to reset a panel to fit.
   6. Edit the Disclaimer text if your shop uses custom language.
   7. Click Export PDF to download a print-ready file, or click Save to Job to upload it as a proof directly on the selected job and proceed to the send step.

5. View the proof as your customer sees it

   1. From the job's Proofs tab, click the external-link icon next to any sent proof.
   2. The public proof review page opens in a new tab. You see exactly what your customer sees.
   3. Use this to verify the file loaded correctly, check any annotations, and confirm the status badge is as expected.

Settings & permissions

Plan requirement Proofs is a paid feature. The free_claim plan has proofing: false — shops on Free Claim cannot upload or send proofs. All other plans (Solo, Starter, Pro, Business, Franchise) have proofing: true.

Who can manage proofs The proofs permission slug controls access to the Proofs hub and the Proofs tab on job detail panels. By default:

• Manager — full access (all permissions).
• Designer — has proofs in their default permission set; can upload, send, annotate, and view all proofs.
• Production — does not have proofs by default; cannot access the Proofs hub.
• Installer — does not have proofs by default.

Owners can customize permission sets for any role in Settings → Team.

Customer approval page The public /proof/[token] page is accessible to anyone with the link — no Wraptor account required. The token is a globally unique CUID generated at proof creation time. Rotating or revoking a token is not currently supported; if you need to prevent access, delete the proof (only possible before approval) and re-upload.

Email notifications Sending a proof notification email requires WraptorMail, which is available on all paid plans. Emails are sent via Resend (outbound only). Skipping the email prompt is always available; you can share the link through any other channel.

Tips & common pitfalls

• Always check the view count before chasing the customer. If viewCount is 0, the customer probably hasn't seen the link yet. Resend it before assuming they have feedback.
• Superseding is automatic. Uploading a new proof version for a job automatically marks any pending or change-requested proof as Superseded. Do not manually delete old versions — they are useful as a revision history.
• Approved proofs cannot be deleted. If the customer approved the wrong version by mistake, you can upload a new version to get a fresh PENDING_REVIEW proof. The erroneous approval record remains in the database but is effectively superseded by the new proof version.
• All three disclaimers are required for approval. The Approve button stays disabled until the customer checks every box. If a customer reports they cannot approve, confirm they have ticked all three checkboxes.
• Annotations placed via "Request Changes" land at the center of the image. When a customer uses the Request Changes button (rather than the comment tool), the system creates a center-placed annotation (50%, 50%) because no pin location was selected. For precise feedback, guide customers to use the Comment tool instead.
• The proof sheet PDF is generated at 150 dpi. It is suitable for print approval but is not a production-quality file. Use it as a proofing document, not as a print file.
• File size limit is 50 MB. If your print-ready PDF is very large, compress it before uploading to the proofing system, or use a lighter mockup file instead.
• HEIC files are converted automatically. iPhone photos in HEIC format are converted to JPEG before upload. The conversion happens in the browser; no server-side processing is needed.

Related modules

• Jobs — proofs live on a job; the Proofs tab is embedded in the job detail panel.
• Studio — use Wrap Studio to create AI-generated wrap renders, then upload the output as a proof.
• Files — proof files are stored alongside job files; the proof sheet creator also creates a JobFile record with category PROOF.
• Quotes — quotes have a separate approval flow; proof approval is for artwork, not pricing.
• Workflow map — shows where proof approval fits in the Design → Approved stage transition.
• Personas — how the Designer, Manager, and Customer roles interact with proofs.