Ever been stuck on a job because the client said “I never approved that”? Or waiting on money because the extra wasn’t written down? We’ve all been there: WhatsApp, SMS, emails, voicemails… spread everywhere. That’s how disputes start and cash gets slow.

This is a simple, field-tested system to turn daily messages into clean, signed approvals so you finish faster and get paid on time. Use it as a checklist, copy the scripts, and plug it into your current jobs.

The 3‑Proof Rule for Every Client Decision

If it changes price, time, or materials, collect these three in the same place:

1. Written approval

• One line that the client agrees (“OK for extra coat at €90 TTC”).

2. Photo proof

• Before/after or the exact area in question.

3. Price + VAT

• Include amount and the correct French VAT rate:
  • 10% for most renovation in existing housing
  • 5.5% for energy improvement works (insulation, heat pump, etc.)
  • 20% for new construction or non-eligible work

Pro tip: if the client can’t sign on paper, a clear “OK” reply in the thread with date/time is solid. Keep it in one place.

Set Up Your One‑Box for Jobsite Communication

Stop letting WhatsApp decide your cash flow. Use a single thread per project where your whole team can see decisions.

• One project = one client thread
• Photos named like: 2025-08-31_Sdb_Prise_Elec_01.jpg
• 5‑minute daily voice note summary (AI transcribed)
• Status labels: Pending client / GO / On hold
• Price change = add a line item right away

At the end of each day, your site story is captured and searchable. No more “I think I said it on the phone”.

Scripts You Can Paste Today

Use these and change the numbers.

APPROVAL – RENOVATION (10% VAT)
Subject: Extra – patch + repaint wall
Hi {FirstName},
We found old moisture marks behind the cabinet. Option A: patch + one coat = €90 TTC (TVA 10%).
Reply “OK A” to proceed today. Photo attached.

APPROVAL – ENERGY IMPROVEMENT (5.5% VAT)
Subject: Extra – pipe insulation
Hi {FirstName},
To reduce heat loss, adding pipe insulation in the cellar = €180 TTC (TVA 5.5%).
Reply “OK INSUL” to proceed today. Photo attached.

APPROVAL – NON ELIGIBLE / NEW (20% VAT)
Subject: Extra – new outlet in garage
Hi {FirstName},
Adding a new outlet in the garage = €120 TTC (TVA 20%).
Reply “OK OUTLET” to proceed today. Photo attached.

Where Donizo Fits In (quick, practical)

• Speak your note, get a draft quote line: voice-to-quote with AI
• Keep one client thread per job: messages, photos, and notes together
• Convert approval to invoice in two taps with correct VAT (20%, 10%, 5.5%)

If your comms are scattered today, centralize them once and stop chasing. Try it on your next job with Donizo.

Fast Approval Flow, Less Waiting Around

Here’s the field workflow that actually gets replies:

1. Send one message with price, VAT, and photo

• Keep it short so the client answers fast.

2. Offer a clear button word

• “Reply OK A” is faster than “Let us know”.

3. Nudge once after 2 hours if urgent, same thread

• Don’t create new threads.

4. File the approval

• Screenshot or export the thread, attach to the job.

5. Add the line to the proposal/invoice immediately

• No “we’ll add it later”. That’s how things get lost.

NUDGE – SAME DAY
Hi {FirstName}, quick reminder to confirm the outlet extra (€120 TTC, TVA 20%).
Reply “OK OUTLET” so we can finish today. Photo in the message above.

Prevent Disputes With Simple Evidence

• Before/after photos with the day’s date in the file name
• A short daily voice note: what changed, why, who approved
• Client not on site? Ask for a one-word “OK” in the thread
• Put the price + VAT in writing every time

That’s what shuts down the “I never approved that” talk.

Invoice and Payment Follow‑Through

When the work is approved:

• Add the approved extra as its own line, correct VAT:
  • 10% renovation
  • 5.5% energy improvement
  • 20% new build or non-eligible
• If you take a deposit on extras, record it immediately
• Send the updated invoice/proposal the same day
• Set an automatic reminder for the balance

PAYMENT REMINDER – FRIENDLY
Subject: Invoice {#} – balance due
Hi {FirstName},
Thanks again. Balance remaining: €{amount} TTC. You can pay by transfer or card.
Here’s the link again. If anything’s off, tell me and I’ll fix it.

With Donizo, you select the right VAT (20%, 10%, 5.5%) per line, send a clean PDF, and track who still owes what. No guessing.

The 7‑Minute Daily Routine

• Take 3 photos (before, during, after)
• Record a 60‑second voice recap
• Send approvals for anything that changes price/time
• Log price + VAT in the same thread
• Convert approvals to lines on the quote/invoice
• Tag the job: Pending client / GO / On hold
• Set next reminder (chasing or schedule)

Do this every day and your jobs get quieter, margins steadier, and cash faster.

How Donizo Makes This Easy

• Voice to quote lines (AI): talk it out, get a price line
• One project thread: photos, messages, notes together
• Proposals and invoices with correct French VAT
• Payment tracking and quick follow‑ups

If you want less admin and fewer arguments, set up your next job in Donizo. Centralize messages, lock approvals, and get paid on time.