Project manager
Account manager
Client services director
Delivery manager
Program manager
Professional services lead
When project milestones require client acceptance. When deliverables trigger payment milestones. When contractual terms require documented acceptance. When project phases must close before proceeding. Ideal for professional services, system implementations, construction, and any engagement with formal acceptance requirements.
Delivery teams prepare deliverables and signoff requests. Project managers facilitate the signoff process. Client stakeholders review deliverables and provide acceptance. Account managers address any concerns raised. Operations teams record signoffs and trigger downstream actions.
Documented acceptance confirming deliverable completion for billing and records Reduced disputes through formal agreement that requirements are met Clear project progression with acceptance gates between phases Billing authorization supported by documented client signoff
Your version of this process may vary based on roles, systems, data, and approval paths. Moxo's flow builder can be configured with AI agents, conditional branching, dynamic data references, and sophisticated logic to match how your organization runs this workflow. The steps below illustrate one example.
Signoff preparation
The process begins when a deliverable is ready for acceptance. The project team prepares the signoff request including the deliverable, acceptance criteria, and any relevant documentation. AI agents may generate signoff documents based on templates and project data.
Stakeholder submission
The signoff request is submitted to the appropriate client stakeholders. They receive clear communication about what is being presented for acceptance and the criteria for signoff. Supporting materials are accessible within the request.
Client review
Stakeholders review the deliverable against acceptance criteria. They may ask questions, request demonstrations, or seek clarification. The delivery team responds to inquiries and addresses any concerns.
Acceptance decision
The stakeholder formally accepts the deliverable, requests changes, or rejects with explanation. Acceptance is captured with timestamp and stakeholder acknowledgment. Requested changes are documented and returned for resolution.
Signoff completion
Accepted signoffs are recorded and trigger downstream actions such as payment processing, phase advancement, or resource release. The complete signoff record is preserved for contractual and billing purposes.
This process relies on deliverable documentation, acceptance criteria, stakeholder contacts, and contract terms. Triggers include deliverable completion, milestone dates, or project manager initiation. Integration with project management systems, CRM platforms, and billing systems supports signoff tracking and downstream processing.
Key decision points include determining whether the deliverable meets acceptance criteria, whether issues raised warrant rejection or can be addressed separately, and whether signoff authority is held by the responding stakeholder.
Signoffs requested without clear acceptance criteria. Stakeholder concerns not addressed causing signoff delays. Verbal acceptance not formalized creating disputes. Signoff status not tracked causing billing delays.
Orchestrates signoff from preparation through acceptance with professional client experience
AI agents generate signoff documentation from templates and project data
Enables direct stakeholder communication within the signoff process
Captures formal acceptance records with timestamps for billing and contracts
