How do I track client approvals without losing the latest version?
Give each review a named deliverable version, a specific decision and an authorized reviewer. Keep the decision, date and feedback attached to that version instead of treating a loose email reply as approval of everything.
Define the decision you need
A client may approve the price, accept a deliverable or pay an invoice. Those are different actions. Say which decision is requested and whether accepting it changes the project scope. Name the person responsible before sending the review.
Send a review package that can stand on its own
Include the exact files or published version, a short description of what changed and the response you need. If there is a deadline, state it clearly without implying that silence is acceptance.
- Assign a version or date to the deliverable.
- Publish only the files and context intended for the client.
- Ask for acceptance or specific revision feedback.
- Record who decided, when and which version they reviewed.
- Supersede old review requests when a new version replaces them.
Handle a revision without losing history
Keep the earlier feedback. If the revision adds an outcome outside the agreement, obtain a separate commercial decision before promising it. A newer file should not inherit an old acceptance merely because its filename is similar.
How Moolamochi separates approvals
The client portal keeps commercial approval, delivery approval and payment authority separate. Deliverable acceptance applies to the current published version. The public product walkthrough is available while signup remains waitlist-only.