Overview
Approvals make sure that quotes meet your pricing policy before they reach customers. An approval rule (Workflow › Approval) is made of:- Conditions that decide when the rule applies
- Approval stages, each with named Approvers and an Approval type
What triggers an approval
Approvals are evaluated automatically from the conditions of the rules attached to the quote’s template. The Alerts section of the quote sidebar shows either No approval required (the quote can be sent directly) or the approval required. Conditions use three attributes in production, all combined with AND:
If a template lists several rules, they are checked in table order and only the first rule whose conditions are all met is triggered.
Approval flow
- The sales rep clicks Request approval and can add a Note to approver. The quote moves to Pending approval.
- The approvers of the first stage receive an email with a link to the quote.
- Each stage is decided according to its Approval type. When a stage is approved, the next stage starts and its approvers are notified.
- When the last stage is approved, the quote moves to Approved and the quote owner receives an email.
Stages and approval types
Stages run in sequence: stage 2 starts only after stage 1 is approved. The sidebar shows the progress, for example Step 1 of 2. Within a stage, the Approval type decides how approvers’ decisions combine:
Approvers are users named in the stage, not roles.
Approval decisions
Approval rejected isn’t final. The quote stays editable: the sales rep updates it and clicks Request approval again to send it back to the approvers.
Editing a quote during or after approval
- A quote in Pending approval stays editable. If a change affects the approval (for example, the total changes), the pending request is invalidated and the sales rep must request approval again.
- If you change an Approved quote, saving shows Approval will be revoked. Click Save anyway to keep your changes; the quote must then be submitted for approval again before it can be shared.
- Recall (in the header menu) moves the quote back to Draft.
Common questions
Can a sales rep bypass the approval process?
Can a sales rep bypass the approval process?
Only users whose role has the Overpass sales Restriction permission can use Approve without validation. Other users must go through the approval stages.
Is there an escalation or reminder if an approver doesn't respond?
Is there an escalation or reminder if an approver doesn't respond?
No. Qwoty doesn’t escalate or remind approvers automatically. Use First responder can approve or reject with several approvers to avoid blocking on one person.
Can I use OR between conditions?
Can I use OR between conditions?
No. Conditions in a rule are combined with AND. Create several rules to cover alternative cases.
Can I see all quotes waiting for approval?
Can I see all quotes waiting for approval?
Yes. In Project › Quote, filter the list by the Pending approval status.
Related
Create an approval workflow
Set up conditions and stages
Approve or reject a quote
Decide on a pending quote
Quote lifecycle
All quote statuses and transitions
Manage roles
Workflow and overpass permissions