Skip to main content
An approval rule defines when a quote needs managerial validation before it can be shared, and who must approve it. You set the triggering conditions (margin, total, discount) and one or more approval stages with named approvers.

​
Prerequisites

  • Your role needs write access to Workflow
  • The approvers must be users of your workspace

​
Open the approval list

In the left side menu, click Workflow › Approval.

​
Create the approval rule

1

Start a new rule

Click New approval.
2

Fill in general information

In General Information:
  • Name (required): for example Margin below 20% or Total above 50k
  • Reference (optional): an internal reference
  • Internal description (optional): context for your team
3

Set the status

In the right panel, set the Status to Active. Inactive rules are never triggered.
New approval form with conditions and approval stages

​
Define the conditions

In the Conditions block, each condition has an Attribute, an Operator, and Values. Click Add condition to add more. All conditions are combined with AND: the rule applies only when every condition is met. At least one condition is required.
Example: Margin Lower 20 AND Total Higher 10000 triggers approval only for large, low-margin quotes. To cover “either/or” cases, create two separate rules.

​
Configure the approval stages

In Approval stages, configure Stage 1:
1

Name the stage

Enter a Stage name, for example Manager validation.
2

Select the approvers

In Approvers, click Add approver and select one or more users. At least one approver is required.
3

Choose the approval type

In Approval type, select:
  • All approvers must approve: every approver of the stage must approve
  • First responder can approve or reject: the first decision applies to the whole stage
4

Add more stages (optional)

Click Add stage to add another level. Stages run in order: stage 2 starts only after stage 1 is approved. Use Remove stage to delete one.
Example: Stage 1 = Sales manager (First responder can approve or reject), Stage 2 = Finance (All approvers must approve).

​
Add external identifiers (optional)

If you integrate with other systems, fill in CRM ID, ERP ID, or Accounting ID.

​
Save the rule

Click Save at the top right.

​
Attach the rule to a template

A rule applies only to quotes created from a template that lists it.
1

Open the template

In the left side menu, click Template and open the template.
2

Add the approval workflow

In the Governance section, under Approval workflow, click Add, select the rule in Select approval workflows, and save the template.
When a template lists several rules, they are checked in table order and the first one whose conditions are met is triggered. Put the most specific rules first.
The Used in block of the approval rule shows the Templates that use it.

​
What happens next

On a quote created from that template, the Alerts section of the quote sidebar shows whether approval is required. The sales rep clicks Request approval, the quote moves to Pending approval, and the approvers of the first stage receive an email.

How approvals work

Statuses, stages, and notifications

Submit a quote for approval

How sales reps request approval

Approve or reject a quote

Review a pending quote

Template settings

All template sections, including Governance
Last modified on October 27, 2026