> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/proposals/accepting-internally.md).
# Accepting Internally
The **Accept Proposal** card on an Opportunity lets a user internally accept a proposal on behalf of a client — for example, after a verbal agreement on a phone call, or when the client has signed a paper copy. It stamps the opportunity, captures a required reason, and writes a full audit log.
{% file src="/files/lhA8vkZp8NlC0VqrSvXl" %}
Video walkthrough of accepting a proposal internally
{% endfile %}
***
### When to use it
Use this when:
* The client has authorised acceptance but won't (or can't) accept via the portal — common for verbal agreements, scanned signed copies, or email confirmations
* You need to record proposal acceptance manually for compliance
**Do not use this** when:
* The client can accept via the portal — let them do it themselves; that flow is the default
* You haven't yet confirmed authorisation from the client
> Every internal acceptance is logged with your user as the recorder, a captured reason, and the acceptance method — these are visible to compliance.
***
### Quick overview
Open any Opportunity. You'll see a card titled **Accept Proposal** alongside the existing **Send Proposal Email** card.
* If the proposal hasn't been accepted yet, you'll see a blue **Accept Proposal Internally →** button
* If it's already been accepted, the card shows a warning with the existing acceptance details instead
***
### The wizard
Clicking **Accept Proposal Internally** opens a modal with up to three steps.
#### Step 1 — Review
A read-only summary of the proposal:
* Billed To, Owner, Total
* The fee breakdown (On Acceptance, Recurring, On Completion)
* The list of services
* Current stage
* A warning if a payment method is required but not yet selected
This step is just for you to confirm you're acting on the right proposal. Click **Next** to proceed.
#### Step 2 — Payment Method *(only shown when required)*
This step appears **only if the Opportunity has *****Require Payment Method***** ticked** and no method has been selected yet. It embeds the existing **Payment Methods** card so you can pick a saved method or add a new one via Stripe Checkout — without leaving the wizard.
* Pick an existing method by clicking **Use →** on its row, then **Confirm**
* Or click **+ Add Payment Method** to launch Stripe Checkout in a new tab
When a method is selected (green **Selected ✓** badge), the **Next** button enables.
If *Require Payment Method* is **not** ticked, this step is skipped entirely.
#### Step 3 — Confirm
This is where you capture the acceptance details. Four fields:
| Field | Required | What it does |
| ---------------------------------- | -------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Accepted by** | Yes | The name of the client (or representative) who agreed. Defaults to the Billed To name — edit if a different person is signing off (e.g. a trustee, spouse, or authorised representative). |
| **Acceptance method** | Yes | How the client confirmed — Verbal, Email, Written, or Other. |
| **Reason for internal acceptance** | **Yes** | Explain *why* you're accepting internally rather than letting the client do it via the portal. This is captured in the audit log for compliance — be specific. |
| **Acceptance time** | Auto | Defaults to right now. |
Finally, you must tick:
> **I confirm the client has authorised this acceptance.** I understand this stamps the proposal as *Closed Won*, logs the acceptance with my user as the recorder, and may trigger automated payment collection on the selected payment method.
The **Confirm Acceptance ✓** button is disabled until all required fields are filled and the checkbox is ticked.
#### Done
Once confirmed, the modal shows a success summary:
* Stage: **Closed Won**
* Accepted at: timestamp
* Method: what you picked
* Recorded by: your name
Click **View Opportunity →** to jump back to the record.
***
### What happens behind the scenes
When you click **Confirm Acceptance**, the system:
1. **Validates** that you've filled in the required fields and the payment method (if required) is properly linked
2. **Stamps the Opportunity:**
* `Stage` → `Closed Won`
* `Close Date` → today
* `Proposal Accepted By` → the name you entered
* `Proposal Accepted Date Time` → now
* `Proposal Accepted Internally` → ✓
* `Proposal Accepted Internally By` → you
* `Proposal Acceptance Method` → your selection
* `Proposal Acceptance Reason` → your reason text
3. **Writes a comprehensive audit log** (visible on the Opportunity's Automation Logs related list) capturing:
* Stage transition
* Who accepted, on whose behalf
* Acceptance method and reason
* Timestamp + timezone
* The full payment method label
* Your user, email, and profile
The audit log entry has the type **`Accepted Proposal (Internal)`** — distinct from portal acceptances, which use `Accepted Proposal`.
***
### Frequently asked questions
#### What if I picked the wrong client to accept on behalf of?
Open the Opportunity record after acceptance and edit the **Proposal Accepted By** field directly. The audit log entry stays — it's the immutable record of what happened. Optionally add a note explaining the correction.
#### Can I undo an internal acceptance?
Not from the LWC. An admin can reset the Opportunity stage and clear the acceptance fields manually. The audit log entry persists — it documents that the acceptance happened, even if later reversed.
#### What if my client wants to pay manually (not via card/direct debit)?
If the proposal doesn't have *Require Payment Method* ticked, the wizard skips the payment step entirely. Just complete Review → Confirm and arrange payment outside of the system.
If *Require Payment Method* is ticked but the client wants to pay manually, untick the field on the Opportunity first, then accept internally.
#### The wizard says "stamped payment method does not belong to the Billed To account"
This means the Opportunity has a Payment Method stamped that's linked to a *different* Account than the current Billed To. Usually this happens when:
* The Billed To was changed after a method was stamped
* The Payment Method record was moved to a different Account
Fix: go back to the Payment Methods card on the Opp and pick a method that belongs to the current Billed To.
#### Can I see who internally accepted a proposal in reports?
Yes. Four Opportunity fields are filterable in reports:
* **Proposal Accepted Internally** (checkbox)
* **Proposal Accepted Internally By** (User lookup)
* **Proposal Acceptance Method** (picklist)
* **Proposal Acceptance Reason** (long text)
For example, a "Proposals accepted internally this quarter by user" report is a single grouped report.
#### Does this trigger a charge to the client's card / bank account?
Whether a charge is triggered depends on your firm's downstream automation (typically a Workato recipe listening for stage = Closed Won). The LWC itself only stamps the opportunity and logs the event — it does **not** call Stripe directly.
***
### Compliance notes
* The **Reason** field is required by design — never enter "n/a" or "see notes elsewhere". Be specific enough that someone reading the log six months from now can understand why the proposal was accepted outside the portal.
* The **user who recorded the acceptance** is captured separately from the **client who authorised it**. Both are visible in the audit log and on the Opportunity record.
* Internal acceptances appear in audit reports with `Type = Accepted Proposal (Internal)` — your compliance team can filter for these specifically.
***
### Glossary
| Term | What it means |
| ------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Billed To** | The account that will be invoiced/charged for this proposal. May differ from the household account. |
| **Closed Won** | The Opportunity stage indicating the proposal has been accepted and won. |
| **Internal acceptance** | A user marks a proposal accepted on behalf of the client, rather than the client doing it via the portal. |
| **Audit log** (Automation Log) | A record of what happened, by whom, and when — used for compliance and dispute resolution. |
| **Require Payment Method** | A checkbox on the Opportunity — when ticked, the proposal cannot be accepted (internally or via portal) until a valid payment method is selected. |
***
### Where to get help
* **The button doesn't appear** → check the page layout includes the **Accept Proposal** LWC, and that you have the `Accept Proposal Internal` permission set assigned
* **You hit an error** → screenshot the error message + send the Opportunity URL to `#rubica-support`
* **Compliance question** → speak to your firm's compliance lead; the audit log is the source of truth
