Quote Approval Workflow

What happens if finance requests changes to a quote?

The status moves to Changes Requested and the rep gets an email with finance's comments asking for revised pricing. Once the rep replies, their revised pricing is saved to the record and the workflow restarts from finance review, so the same checks apply to the updated numbers.

Can this handle quotes that don't need legal review?

Yes. The workflow checks the Non-Standard Terms answer from the request form, and if it's No, the quote skips legal review entirely and moves straight to the approval threshold routing step. Legal review only runs when non-standard terms are flagged.

What happens if legal requests changes to the terms?

The status changes to Changes Requested and the rep receives an email with legal's comments asking for revised terms. After the rep submits their reply, the revised terms are saved to the record and the workflow returns to finance review so pricing and terms are checked together again.

How does the workflow decide between the sales manager and sales director?

The routing step checks Discount Percentage and Quote Value against thresholds of 15% and $50,000. If either threshold is exceeded, the quote goes to the sales director for approval; otherwise it routes to the sales manager.

What if the sales manager or sales director rejects the quote?

The record status is set to Rejected and the rep receives an email letting them know the quote was not approved. The rejection decision and any comments entered on the approval task are kept on the record's timeline.

Who is involved in reviewing and approving a quote?

Finance reviews every quote first, legal reviews only quotes with non-standard terms, and final approval goes to either the sales manager or sales director depending on discount and value thresholds. Each of these is a task assigned to a team member in the workspace, and the workflow waits for their input before moving forward.

What if a quote needs multiple rounds of revision?

Each time finance or legal requests changes, the workflow loops the rep back through the revision request and returns to finance review once they reply. This can repeat as many times as needed until finance and legal both mark the quote acceptable, with every round captured on the record's timeline.

Can we customise the review or approval steps?

Yes. You can describe the change you want in plain English or edit the steps directly in the workflow editor, such as adjusting the discount or value thresholds, changing wording in the emails, or adding fields to the request form. Earlier versions of the workflow are kept as you make changes.

How does the rep know what's happening with their quote?

The rep gets an acknowledgement email with their reference number right after submitting, and further emails at revision requests, rejection, or approval. At any point, the record's status and timeline show exactly which stage the quote is at, from Submitted through Finance Review, Legal Review, and final approval.

What if a quote is both high-discount and non-standard terms?

The workflow handles both conditions independently: the Non-Standard Terms check routes it through legal review first if needed, and once finance and legal both find the quote acceptable, the approval threshold check routes it to the sales director if the discount or value exceeds the set limits. Both checks apply regardless of order, so nothing is skipped.