5 Tips to Get Your Proforma Approved Faster
Waiting for proforma approval is one of the biggest bottlenecks in construction procurement. Here are five practical strategies to speed up the process.
1. Include Full Project Context
When generating your proforma, always include the project name and site location. Stakeholders approve faster when they immediately understand what the materials are for. 'Airport Residential Phase 2 — Foundation Materials' is far more compelling than a list of items without context.
2. Share via WhatsApp, Not Email
In Ghana's business culture, WhatsApp is the fastest communication channel. When you share your proforma link via WhatsApp, it arrives instantly, opens in the browser with one tap, and can be approved on mobile without logging in.
Our data shows that proformas shared via WhatsApp are approved 3x faster than those sent by email.
3. Send Early in the Week
Decision-makers are most responsive Monday through Wednesday morning. Proformas sent on Friday afternoon often wait until the following week. Plan your procurement timeline accordingly.
4. Follow Up at 48 Hours
If you haven't received a response within 48 hours, send a gentle follow-up. Most stakeholders appreciate the reminder — they're busy and your proforma may have scrolled past in their messages.
A simple message like: 'Hi, just checking — did you get a chance to review the material quote for [Project Name]? The prices are locked for 7 days, so we have until [date].' works perfectly.
5. Pre-Align on Budget
The fastest approvals happen when the stakeholder already expects the cost. Before generating a proforma, share a rough estimate verbally or via message. When the formal proforma arrives, there are no surprises.
Bonus: What If It Gets Declined?
If a proforma is declined, your stakeholder can add a comment explaining why. Common reasons include:
Just adjust and generate a new proforma. There's no limit and no cost.
- Budget exceeded — try reducing quantities or switching to a more affordable brand
- Timing — they want to wait for the next payment cycle
- Missing items — they want additional materials included
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