Approval Workflows

Approval workflows help you maintain pricing discipline. Set rules, and quotes that exceed your thresholds require manager approval before they can be sent. This is a Pro tier feature.

Why Use Approval Workflows?

Common scenarios:

• High discounts — Quotes with excessive discounts need review
• Large deals — High-value quotes require a second set of eyes
• Special discounts — Any quote with a special discount triggers approval

Setting Up Rules

1. Go to Settings → Approval Workflows
2. Click Add Rule
3. Configure the rule:
   • Name: e.g., “High Discount Approval”
   • Trigger: e.g., Discount exceeds 15%
   • Approver: Select a specific user or role
4. Click Save

Available Triggers

Trigger Type	Options
Discount	Percentage threshold (e.g., greater than 15%)
Quote Value	Amount threshold (e.g., over $50,000)
Special Discount	Any special discount applied
Product Category	Specific product categories
Customer	Specific customers or customer field conditions

Multiple Rules

You can create multiple rules. If a quote matches any rule, it requires approval. Rules are evaluated in order, and the first matching rule assigns the approver.

The Approval Process

For Sales Reps

1. Create a quote as normal
2. When you try to send, Quotejam evaluates the rules
3. If approval is needed, the quote status changes to Pending Review
4. You’ll see a message: “This quote requires approval before sending”
5. The assigned approver is notified

For Approvers

1. You receive a notification (email and in-app)
2. Open the quote to review the details
3. Choose an action:
   • Approve — Quote can be sent to the customer
   • Reject — Quote returns to draft for revision (you can add notes explaining why)

Self-Approval Rules

• Owner and Admin can always self-approve their own quotes
• All other roles cannot approve quotes they submitted — someone else must review
• If no approval rules match a quote, it can be sent directly without approval

Withdrawing a Submission

If a sales rep submitted a quote for approval but needs to make changes, they can withdraw the submission. This returns the quote to draft status.

Notifications

Event	Who’s Notified
Quote needs approval	Assigned approver
Quote approved	Original creator
Quote rejected	Original creator

Approval History

Every quote maintains an approval log:

• Who requested approval, and when
• Who approved or rejected, and when
• Any notes from the reviewer
• A snapshot of the rule that triggered the approval

This creates an audit trail for compliance and review.

Tips for Effective Workflows

• Start simple — One or two rules to begin with
• Set reasonable thresholds — Too strict creates a bottleneck
• Review quarterly — Adjust thresholds based on patterns
• Communicate the “why” — Help your team understand the purpose

Role Requirements

• Owner or Admin can configure approval workflows
• Owner, Admin, or Manager can be assigned as approvers
• Sales reps can create quotes and submit them for approval

For a deeper look at how approval workflows fit into B2B pricing governance, see Approval Workflows for B2B Quotations.