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Some quotes need an approval before you can share them. Qwoty checks the approval workflows linked to the quote’s template (in the template’s Governance tab) against the quote’s margin, total, and discount. When a workflow’s conditions are met, you must request approval before sharing.

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Prerequisites

  • The quote’s template has at least one approval workflow (see Create an approval workflow)
  • The quote meets the conditions of that workflow

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Check whether approval is required

Open the quote and look at the Alerts panel in the sidebar (Home tab). It’s evaluated automatically as you edit:
  • No approval required: the quote can be sent directly; you see Share in the header
  • Approval(s) required (or 1 approval required): the header shows Request approval instead of Share. The panel lists the workflow’s steps (Step 1 of 2, for example) and their status

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Request approval

1

Save your changes

Finish editing the quote and click Save.
2

Click Request approval

Click Request approval in the header. The Approval request note window opens.
3

Add a note (optional)

Enter a message for the approver in Note to approver, for example to explain an exceptional discount.
4

Send the request

Click Request approval. The quote moves to Pending approval and the approvers of the first stage receive an email.

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What happens next

While the quote is Pending approval, Share is disabled with the tooltip “This quote is pending approval”. The Alerts panel shows the progress of each stage.
  • Approved: when all required stages approve, the quote moves to Approved and you receive an email. You can now share it.
  • Rejected: the quote moves to Approval rejected and you receive an email with the approver’s message. Edit the quote, save, and click Request approval again.
If you change a quote after it was submitted or approved, the approval no longer matches the content. When you save an approved quote that changed, Qwoty warns you with Approval will be revoked; click Save anyway to confirm, then request approval again before sharing. If the new amount no longer triggers any workflow, you can share directly.
See Approve or reject a quote for the approver side, including Approve without validation for users allowed to bypass the workflow.

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Troubleshooting

No approval workflow applies to the quote: either the template has none, or the quote doesn’t meet their conditions. Check the Alerts panel. If it says No approval required, you can share the quote directly.
The quote changed and no longer matches any workflow condition. Save the quote; if Share appears, no approval is needed.
Ask them to check their spam folder. They can also open the quote from the quote list by filtering on the Pending approval status.

Approve or reject a quote

How approvers review submitted quotes

How approvals work

Conditions, stages, and approvers

Quote lifecycle

Quote statuses and transitions

Gross margin

How the margin used by approval conditions is calculated
Last modified on October 27, 2026