When a proposal has four versions floating across three email threads, the problem is process, not software. Once moved into the portal, every proposal got a number, every revision became a new version, and old versions were archived rather than deleted.
The contract is pre-filled from the accepted proposal. The client reads it in the portal, downloads the PDF and approves. The approval record stores user, time, IP, browser and the SHA-256 digest of the file. When a qualified signature is required, a signature provider plugs into the same structure.
If four versions of a proposal are in circulation, the problem is the process, not the software.
01One link, one truth
We no longer send attachments. We send one link, and that link always shows the current version. Older versions remain reachable, but labelled "archived" with a note saying which version replaced them.
The most visible result of that small change: the sentence "which version do you have?" disappeared from sales calls. Meetings now start with the content of the proposal.
02A record that cannot be argued with later
Hashing the file at the moment of approval is the cheapest way to prove it was not altered afterwards. If you recompute the digest of the same PDF today and get the same value, both parties are talking about the same text.
Written by
The Paradigma7 team
Product, engineering and operations
We are an Ankara-based team building software for Europe. Nothing here is theory: these are the processes we actually run on client projects.
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