E-commerce
July 1, 2026
The proof approval (or 'bon à tirer') is a critical step for printed, personalized, or custom-made products. The customer must check the final render before production, but they do not always know exactly what they are approving.
The chatbot must explain the steps, remind the customer of the points to check, clarify deadlines, and avoid rushing an approval. Once the proof is approved, certain errors can become difficult or impossible to correct.
This guide shows how to use an AI chatbot to guide a proof approval process with education and caution.
Summary
Why is the press proof a sensitive step?
The PDF proof transforms an intention into a file ready for production. A mistake, a wrong color, an incorrect format, or an incorrect placement can end up on the final product if the customer approves without checking.
The chatbot must therefore slightly slow down the validation moment. Its role is to make the customer understand what the approval entails.
Approving a PDF proof is not just clicking to move forward. It is confirming that the rendering can go into production.
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What does the customer need to check?
The bot must remind to check text, spelling, logo, colors, dimensions, margins, orientation, quantity, variant, address if it appears, and any personalized information.
It must also explain that some screen renderings may differ from the final product depending on the material, printing, or light. This limitation must be visible before validation.
How to manage corrections?
If the client requests a correction, the chatbot must collect the exact modification, the affected area, the file or comment, and then explain whether a new proof (BAT) will be sent.
It must not consider a correction as validated until the new rendering has been confirmed according to the established procedure.
How can the delays be explained?
Proof approval (BAT) can determine the start of production. If the client takes too long to approve, the final lead time may slip. If a correction is requested, a new approval cycle may be necessary.
The chatbot must explain this relationship between approval, correction, and estimated delivery date.
How to confirm the approval?
Before approval, the bot can summarize: validated file, version, product, quantity, deadline, checked points, and consequences. This confirmation prevents accidental validations.
It must keep a clear record of the validation if the system allows it, as it will serve as a reference in the event of a dispute.
Which flow to follow?
The flow must secure validation before production.
Identify the order, product, file, version, and proof (BAT) status.
Remind the points to check: text, visual, format, color, and quantity.
Collect corrections or questions before any approval.
Explain the impact on deadlines, production, and the possibility of modification.
Escalate complex corrections, disputes, doubtful files, and urgent validations.
Which messages should be used?
To check: "Before validation, take the time to reread the text, the logo, the colors, and the displayed format."
For correction: "Indicate precisely what needs to change and on which area of the proof."
For approval: "Once validated, the file can go into production and certain modifications will no longer be possible."
When to transfer?
The transfer is necessary if the client disputes a proof, requests a complex correction, reports an unreadable file, wants to expedite production, or asks a question about liability after validation.
The bot must transmit the order, file, version, comment, requested correction, status, deadline, and urgency.
Which KPIs should be monitored?
Track approved proofs, requested corrections, validation deadlines, post-production disputes, rejected files, urgent validations, and errors detected before printing.
This data shows whether customers fully understand what they are approving.
Which mistakes should be avoided?
Avoid pushing a quick validation, downplaying a fix, confusing preview and final rendering, or allowing an approval without reminding of the consequences.
The chatbot must protect both the customer and the production environment from avoidable errors.
How can Qstomy help?
Qstomy can connect the chatbot to orders, the catalog, promotions, production statuses, validations, carriers, and support rules to answer clearly, then transfer sensitive cases with an actionable summary.
The chatbot helps the customer move forward without inventing a delay, a discount, an approval, or logistics proof that has yet to be confirmed by a reliable source.
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Key takeaways
Key Takeaways
A PDF proof validation must remind the client of what they are checking and what their approval commits them to.
What the client must understand
The client must understand the points to proofread, the limitations of the screen rendering, and the impact on deadlines.
The right boundary for the chatbot
The chatbot can guide the validation process, but it must hand over complex corrections, disputes, doubtful files, and urgent cases.
Enzo
July 1, 2026
