Understanding Request Review Workflow Statuses
When sending a Request Review to clients in Rentopian, each transaction is assigned a Workflow Status. These statuses allow you to track where the client is in the quote review, approval, contract signing, and payment process.
What Each Workflow Status Means
Status | Description |
Pending | The Request Review has not been sent or initiated for the transaction. |
Review | The Request Review was sent to the client, but no action has been taken yet. |
Accepted | The client clicked into the Request Review and confirmed the quote (step 1 complete). |
Rejected | The client requested changes instead of accepting the quote (clicked “Request Adjustments”). |
Completed | The client finished all required steps in the Request Review (quote approval, signing, payment, etc.). |
Important Notes
Workflow Status only tracks the client’s actions in the Request Review process—it doesn’t always align with payments or contract signatures that occur manually or outside the system.
If a client pays or signs outside of the Request Review flow (e.g. in person), the status may stay as Review or Pending unless manually updated or configured otherwise.
How to Automatically Mark as Completed
You can configure Rentopian to automatically set the workflow status to Completed if the contract has been signed and the payment has been collected—even if the client didn't complete all Request Review steps.
How to Enable This Setting:
Go to Settings → Orders
Scroll to the section titled: "Update Workflow Status When Payment Is Collected And Contracts Have Been Signed Manually"
Enable this checkbox to allow Rentopian to automatically mark the workflow status as Completed based on those two actions.
FAQs
Why do some clients show “Completed” while others don’t, even though both paid and signed?
It depends on how they interacted with the Request Review. Only those who completed all steps inside the Request Review will show “Completed” unless the above setting is enabled to allow automatic updates.
Can I manually update the Workflow Status?
Yes. While workflow statuses are automatically updated based on client actions in the Request Review process, you can also manually change the workflow status if needed.
To manually update it:
Navigate to the quote or order page.
Click on the current Workflow Status field (e.g. “Review”).
In the pop-up, select the desired status: Review, Accepted, Rejected, or Completed.
Click Confirm to apply the change.
This can be useful in scenarios where a client confirmed or paid outside of the system, or when you simply want to reflect the correct internal status.
If you have questions or need help understanding how this feature works in your account, please email [email protected].