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Proof & Approval
$19 Send a proof of every personalized line after checkout. Customers approve or request changes, and printing waits for the green light.
Platforms: WordPress + WooCommerce only. Version: 1.0.0.
Every purchase is a single signed, install-ready ZIP with a license key from Lemon Squeezy: one-time payment, free updates for life and 6 months of email support. Installs through the Veyo Apps screen.
What Proof & Approval does
Proof & Approval adds the safety net print shops expect. After checkout your team prepares a proof of each personalized line (from the customer's own design renders or from files you upload) and sends it, or Veyo sends the design renders automatically if you turn that on. The customer approves it or requests changes from their account, and the order waits in an Awaiting approval status with a full version history.
With the Print Queue addon installed, lines that need a proof are produced only once approved, so nothing reaches the press before the customer has confirmed spelling, colors and placement. That means fewer reprints, fewer disputes and a clear audit trail for every order.
Features
- Proof for every personalized line. Each personalized order line gets its own proof, in versions, with a status: draft, sent, approved, changes requested, superseded or cancelled.
- Customer approval from My Account. Customers (guests too, from the order page) review the proof, approve it, or request changes with a comment, without email back-and-forth.
- Awaiting approval order status. The order moves to a dedicated Awaiting approval status while a proof is open, so staff can see at a glance what is blocked.
- Version history and audit trail. Every re-save is tracked as a new version and every action (sent, approved, changes requested, edited) is logged with an admin note and customer comment fields.
- Reminders and auto-approval. Automatic reminder emails and an optional auto-approval timer keep orders moving when customers go quiet. Both are configurable.
- Email notifications. Emails for proof sent, reminder, auto-approved, approved and changes requested, so both you and the customer are always informed.
- Print Queue gate. With Print Queue installed, production only starts for approved lines. Set proof approval as the global default and override it per product.
How to set up Proof & Approval
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Buy and install
Download the addon ZIP from your Lemon Squeezy receipt or My Orders page and upload it in Veyo → Apps.
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Choose when proofs are required
In Production → Proofs → Settings set the global default, then override it per product (catalog product editor, Printing → Proof approval) for items that always (or never) need approval.
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Set reminders
Configure the reminder schedule and, if you want it, an auto-approval timer.
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Review proofs and approvals
Open the order, prepare the first proof and send it (or turn on automatic sending in Settings). You can follow every proof, comment and version from the order screen and from Production → Proofs.
At a glance
| Version | 1.0.0 |
|---|---|
| Platforms | WordPress with WooCommerce only (the addon declares wordpress as its only platform) |
| Requires | Veyo Product Personalizer 1.1.2 or later and WooCommerce. No other addon is required; Print Queue is optional. |
| Where settings live | Veyo Personalizer → Production → Proofs (tabs Proofs and Settings). The per-product choice is in the catalog product editor under Printing → Proof approval. |
| Server tools / outside services | None. Emails go through your normal WooCommerce email setup, and reminders and auto-approval run from an hourly scheduled task (WP-Cron). |
What shoppers see
Shoppers only see proofs for personalized lines that need one. They find them in three places:
- A "Proofs" page in My Account, next to Orders. The menu shows a count such as Proofs (2) while proofs are waiting, and each order has a Review (or View) link.
- The order details page (the view-order page for accounts, the order-received page for guests) shows the current proof, its status and a Version history.
- An email with a Review proof button when a proof is sent, when a reminder is due and when a proof is auto-approved.
On a proof that is waiting, the shopper ticks the confirmation (by default: "I have checked the spelling, colors, layout and size. Produce it exactly as shown.") and clicks Approve proof, or opens Request changes, answers What should we change? (required) and clicks Send feedback. They can attach one optional Reference image (PNG, JPG or WebP, up to 5 MB). Status labels they see are Proof in preparation, Waiting for your approval, Changes requested — new proof in progress, Approved and Cancelled. Shoppers never see drafts or internal notes.
Settings
Open Production → Proofs → Settings and click Save settings.
| Setting | Default | Range / options | What it does |
|---|---|---|---|
| Require a proof for every personalized line | On | On / off | The store-wide default. Each product can override it. |
| Hold the order in "Awaiting approval" instead of | Processing | Any WooCommerce order status (tick one or more) | When an order would enter a ticked status while a proof is open, it waits in Awaiting approval instead. |
| Once every line is approved, move the order to | Processing | Any WooCommerce order status | The status the order gets when the last proof is approved. |
| Send the customer's own design as proof v1 automatically | Off | On / off | When on, the shopper's design renders are sent as version 1 as soon as the order is held. When off, you prepare and send the first proof yourself. |
| Approval confirmation text | Empty (built-in wording) | Plain text | The sentence the shopper must tick before approving. |
| Send shop notifications to | Empty (store admin email) | Email address | Who receives the "approved" and "changes requested" emails. |
| Remind after (days) | 3 | 0 to 60 (steps of 0.5) | Days after sending before a reminder. 0 means no reminders. |
| Reminders at most | 2 | 0 to 10 | Maximum reminders per proof. |
| Approve automatically after (days) | 0 (never) | 0 to 90 (steps of 0.5) | Approves a proof nobody answered and tells the customer by email. |
| Customer proof approval (per product) | Use the store default | Use the store default, Always require approval, Never require approval | Set in the catalog product editor under Printing → Proof approval. |
What you get in orders and production
- Awaiting approval order status. A real WooCommerce status, listed after Processing. It still counts as paid for reports and My Account. If you move an order out of it by hand, its unapproved lines stay held back from production.
- A Proof & Approval box on each order. For each personalized line you can Prepare the first proof (or Prepare a new version) from Use the current design renders or Upload proof files (PNG, JPG, WebP, PDF), up to 12 files of 20 MB each, with Email it to the customer now ticked by default. You can also approve on behalf of the customer, but a reason is required.
- Proofs worklist. Production → Proofs lists lines with filters Needs action, Waiting for customer, Approved and All. Statuses are Proof needed, Waiting for customer, Changes requested, Approved and Cancelled.
- Versions and history. Every new proof is a new version; older open versions become Superseded. Prepared, sent, opened, approved, auto-approved, changes requested, reminded, cancelled and "design edited by the shop" are all logged.
- Order notes for requested changes and for the moment all proofs are approved.
- Print Queue gate. With Print Queue, lines that need a proof get a job only once approved. Lines set to "no proof" are not held. If the order is already in a trigger status, approved lines enter the queue immediately. See Orders & production.
- Cancelled, refunded or failed orders close every open proof.
Data and privacy
- Database tables:
{prefix}veyop_proofs(versions, files, comments, reminder counts) and{prefix}veyop_proof_events(the history). Each personalized order line also gets two bits of order-item data,_veyop_proof_requiredand_veyop_proof_state, which stay with the order. - Files: proof files you upload and customers' reference images are saved in
wp-content/uploads/veyop/under random file names. Veyo's uninstall does not remove this folder. - Outside services: none. Email is sent through WooCommerce.
- Shopper data: comments, approval time, the first time a proof was opened and any reference image are stored with the proof.
- Uninstalling the addon keeps all of this, so reinstalling restores your proofs. Uninstalling the whole of Veyo with Keep data when uninstalling off deletes every
veyop_*table and option. See Uninstalling & your data.
Troubleshooting
- The order did not move to Awaiting approval. The order must reach a status ticked in Hold the order in "Awaiting approval" instead of, and at least one personalized line must need a proof (store default on, or the product set to Always require approval). Lines with no personalized design are ignored.
- The customer never got a proof. By default nothing is sent until you do it. Open the order, use Prepare the first proof with Email it to the customer now ticked, or turn on automatic sending in Settings.
- "Unsupported file type" or "Each file must be smaller than 20 MB". Proof uploads accept PNG, JPG, WebP and PDF, at most 12 files. A customer's reference image must be PNG, JPG or WebP under 5 MB.
- "Add a reason when approving on behalf of the customer." Approving for the customer needs a note, which is written to the history.
- "This proof is no longer waiting for a response" or "A newer version exists; send that one instead." Another version was sent or the customer already answered. Reload the order and act on the latest version.
- Reminders or auto-approval are late. They run from an hourly scheduled task, so a site without working WP-Cron can delay them.
FAQ
Do I need Print Queue?
No. Proof & Approval works on its own. When Print Queue is installed, it only produces approved lines.
What if a customer never responds?
Reminder emails go out on your schedule (every 3 days, up to 2 reminders, by default), and you can enable an auto-approval timer so orders are not blocked forever.
Can I choose which products need proofs?
Yes. Set a global default and override it per product.
Does it work on OpenCart or PrestaShop?
Not yet. Proof & Approval currently runs on WordPress + WooCommerce only.
Installing, updating and removing
- Install: upload the ZIP in Apps (WordPress) or Extensions (OpenCart, PrestaShop), then enable it. See Install addons.
- Update: upload the newer ZIP over the old one. Settings and data are kept. See Upgrading.
- Remove: Uninstall on the addon card removes its files and keeps its data, so reinstalling restores everything. See Uninstalling & your data.