Manage amendments to a signed quote

Change an already-signed quote by creating a tracked, signable amendment, without losing the original version history.

A client signs their quote, then changes their mind: they add 20 guests, swap a service, move a date or request an extra option. This is normal in event management, where the brief often firms up after the booking. The risky reflex would be to reopen the signed quote and overwrite it: you would then lose any record of what was originally accepted. Joinways solves this with the amendment: an official, dated, signable change that is added to the signed quote without ever replacing it.

In practice, an amendment is a new version of the quote that starts from the signed state, keeps the full history and automatically computes the amount difference versus the original. It follows the same approval flow as the initial quote: a public link is sent to the client, who reviews the price difference and then signs electronically. Once signed, the amendment becomes the reference version for invoicing, with no earlier information lost.

Prerequisites

A signed quote attached to the event. An amendment only applies to an already-signed or accepted quote: that is the condition that separates a simple draft edit from an official amendment.

The right to manage quotes on the relevant event. If you don't see the action button, it is usually a role or permission matter.

E-signature enabled so the client can approve the amendment remotely, just as for the original quote.

What you'll learn

Create an amendment from an already-signed quote without touching the original version.
Edit the affected lines and read the automatically computed amount difference.
Get the amendment approved by the client via a public link and e-signature.
Track the version history and carry the right amount into invoicing.

Why an amendment rather than a new quote

Rebuilding a quote from scratch on every change breaks traceability: you no longer know which document was actually accepted, nor what difference separates the initial commitment from the final amount. The amendment fixes this by starting from the signed state and keeping all history. The client immediately understands what changes, because only the difference is presented to them, and you keep a consistent chain of documents from the first quote through to the invoice.

This logic protects both the venue and the client: each side can, at any time, find the exact version that was binding on a given date. If a scope dispute arises, the version history settles it without ambiguity.

Create an amendment

An amendment is created from the signed quote itself, to guarantee the new version reuses exactly the accepted lines. Here is the step-by-step flow and what happens at each step.

Open the event, then the relevant signed quote: Joinways checks its status before showing the amendment action.
Click Create an amendment: a new version opens in edit mode, pre-filled with the lines from the original quote.
Edit the lines: add, remove or adjust quantities and prices according to the client's request.
Review the amount difference shown: Joinways continuously computes the difference versus the original quote.
Send the amendment to the client for approval: they receive a public link showing the amendment and the price difference.

💡 Good to know: the original quote stays viewable. The amendment is added as a new version, without overwriting it or erasing the original signature.

What an amendment can change

An amendment acts on the priced content of the quote. Here are the changes it supports, each explained in one line.

Add a line: include a new service or option absent from the signed quote.
Remove a line: delete a service that is no longer wanted.
Adjust a quantity: move the number of covers, rooms or hours to the new value.
Change a unit price: apply a renegotiated rate or correct a line.
Update a service: swap one option for another (menu, package, service).
Amount difference: the computed gap between the amendment and the original quote, recalculated on every change.

Statuses and version indices (reference)

To follow a file without confusion, you need to read the state of each version. Here are the states and markers you will meet.

Signed quote: the starting version accepted by the client, from which the amendment is created.
Amendment to sign: an amendment being edited, still editable or deletable while unsigned.
Amendment pending: an amendment shared with the client via the public link, awaiting their decision.
Amendment signed: an amendment accepted by e-signature, now the reference version for invoicing.
Amendment index (-A1, -A2…): the suffix added to the original quote number to identify each successive amendment.

Client approval

An amendment only has value once the client accepts it, exactly like the initial quote. The flow is identical and happens remotely.

The client receives a public link showing the amendment and the price difference versus the signed quote.
They review the detail of the changed lines and the clearly isolated amount difference.
They accept by e-signature: the amendment then moves to the signed status.
On signature, the amendment becomes the reference version for invoicing.

Tracking and invoicing

Once the amendment is signed, the up-to-date amount is the basis for invoicing. The tracking rules are as follows.

The amount difference flows into the total to invoice.
An amendment can raise or lower the total: the new amount is recomputed and the difference from the previous version is tracked.
History keeps every version: initial quote then successive amendments.
You can generate the invoice from the up-to-date amount, with no re-entry.

How it works

Behind the scenes, Joinways treats the amendment as a version derived from the signed quote. It freezes the original version, duplicates its content for editing, and computes the difference between the two totals. The quote number is kept and completed with an amendment index (-A1, -A2…) so each version stays identifiable and attached to the same file.

Signing the amendment does not remove the original quote's signature: both coexist in the history. It is this controlled accumulation, not a replacement, that guarantees traceability from the first commitment through to the final invoice.

Edge cases

Multiple amendments: you can stack several; each gets its own index (-A1, -A2…) and starts from the latest reference version.
Amount change: an amendment can raise or lower the total; the new amount is recomputed and the difference from the previous version is tracked.
Mistake after signature: a signed amendment can no longer be edited; create a new amendment to correct course.
Draft quote: while a quote is unsigned, it is edited directly, without going through an amendment.

Best practices

Never force-edit a signed quote by reopening it: always create an amendment to keep the record.
Group related changes into a single amendment rather than multiplying them for one client request.
Check the amount difference before sending: this is the figure the client will approve.
Wait for the amendment signature before generating the invoice, to bill the right total.
Keep successive amendments in the history: they document how the file evolved.

Troubleshooting

Problem: the Create an amendment button doesn't appear.

Cause: the quote is not in the signed status, or it is a draft. Solution: check that the quote is signed; a draft quote is edited directly, without an amendment.

Problem: the amount difference shown looks wrong.

Cause: a line was changed without a visible recalculation. Solution: reopen the amendment, check each quantity and price; the difference is recalculated continuously versus the original quote.

Problem: the client can't sign the amendment.

Cause: an expired public link or an amendment already deleted. Solution: resend the amendment to regenerate the link, and make sure e-signature is enabled.

Real-world example

Three weeks before a wedding, the couple goes from 80 to 110 guests. The planner opens the signed quote and creates an amendment: +30 covers, +1 server. The +€1,950 difference appears automatically. She sends the public link, the couple reviews the difference, signs electronically, and the final invoice reflects the new total. The original 80-cover quote stays viewable in the history.

Another example

A company books a seminar with a signed standard lunch. Two weeks out, they want to add an afternoon coffee break and upgrade to the premium menu. The sales rep creates a first amendment -A1 for the menu upgrade, then a second amendment -A2 for the break. Each difference is approved separately by the client, and the history clearly shows the sequence: initial quote, -A1, -A2, each signed on its own date.

FAQ

Can I cancel an amendment?

As long as the client hasn't signed it, you can delete or edit it. After signature, create a new amendment to correct it.

Does the amendment change the quote number?

It keeps the original quote number followed by an amendment index (e.g. -A1), while staying attached to the same file. Numbering thus remains consistent and traceable.

Is the original quote lost after an amendment?

No. The original quote stays viewable: the amendment is added as a new version without overwriting the previous one.

Can I create several amendments for one quote?

Yes. You can stack several successive amendments, each with its index (-A1, -A2…), each approved individually by the client.

Can an amendment reduce the total amount?

Yes. An amendment can raise or lower the total: the new amount is recomputed and the difference from the previous version is tracked.

How does the client sign the amendment?

Via the same public link and e-signature as the original quote, after reviewing the price difference.

When should I invoice after an amendment?

Once the amendment is signed: the invoice is then generated from the up-to-date amount, which includes the accepted difference.