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Workflow Template

Sales Quote Workflow

Sales reps submit customer, product, pricing, discount, tax and validity details to generate a quote. Pricing is validated internally, discounts above threshold require approval, then the quote is emailed to the customer. The customer's accept/reject response is captured; acceptance triggers hand-off to order processing and notifies the rep.

Picture a sales rep building a quote by hand, guessing whether a discount needs sign-off, then chasing a manager over email while the customer waits. This workflow handles the whole journey automatically: it validates pricing, routes any discount above your threshold for approval, emails the finished quote to the customer, and captures their accept or reject decision. Once accepted, it hands the deal straight to order processing and lets the rep know — so nothing sits in an inbox and nothing gets missed.

Business Outcomes

  • Cut quote turnaround time from days to hours
  • Zero unauthorised discounts slipping through
  • Full audit trail from quote creation to customer acceptance
  • Fewer manual follow-ups chasing approvals or customer replies
  • Faster hand-off to order processing after a win

Workflow Steps

Steps

  1. 1
    Create Sales Quote Recordcreate record

    Registers the new quote request submitted by the rep.

  2. 2
    Set Status to Openupdate record

    Marks the quote as newly opened.

  3. 3
    Validate Pricingcreate task

    Internal check that unit pricing, quantities, discount and tax calculations are correct.

  4. 4
    Persist Validated Pricingupdate record

    Saves the validated final total to the quote record.

  5. 5
    Check Discount Threshold

    Routes quotes with a discount above the approval threshold to internal approval.

    discount_percent: "15"→Set Status to Pending Approval
    Default→Set Status to Approved
  6. 6
    Set Status to Pending Approvalupdate record

    Marks the quote as awaiting internal discount approval.

  7. 7
    Request Discount Approvalrequest approval

    Sends the discounted quote for internal approval since it exceeds the discount threshold.

  8. 8
    Route Discount Approval Outcome

    Branches based on whether the internal discount approval was approved or rejected.

    approval_status: "approved"→Set Status to Approved
    approval_status: "rejected"→Set Status to Rejected Internally
    Default→End
  9. 9
    Set Status to Rejected Internallyupdate record

    Marks the quote as rejected during internal discount review; notifies the rep.

  10. 10
    Notify Rep of Internal Rejectionsend email

    Informs the rep that the discount was not approved so the quote will not be issued.

  11. 11
    Set Status to Approvedupdate record

    Marks the quote as approved and ready to be issued to the customer.

  12. 12
    Generate and Email Quote to Customersend email

    Emails the finalised quote details to the customer.

  13. 13
    Set Status to Issuedupdate record

    Marks the quote as issued to the customer, awaiting their response.

  14. 14
    Request Customer Decisionrequest external input

    Sends the customer a link to accept or reject the quote and waits for their response.

  15. 15
    Persist Customer Decisionupdate record

    Saves the customer's accept/reject decision to the quote record.

  16. 16
    Route Customer Decision

    Branches the workflow depending on whether the customer accepted or rejected the quote.

    quote_decision: "Accepted"→Set Status to Accepted
    quote_decision: "Rejected"→Set Status to Rejected by Customer
    Default→End
  17. 17
    Set Status to Rejected by Customerupdate record

    Marks the quote as rejected by the customer; notifies the rep.

  18. 18
    Notify Rep of Customer Rejectionsend email

    Informs the rep that the customer rejected the quote, including any reason given.

  19. 19
    Set Status to Acceptedupdate record

    Marks the quote as accepted by the customer.

  20. 20
    Hand Off to Order Processingcreate task

    Creates a task for the order processing team to convert the accepted quote into an order.

  21. 21
    Notify Rep of Acceptancesend email

    Informs the rep that the customer accepted the quote and it has been handed to order processing.

Fields

  • Customer Name*
  • Customer Email*
  • Sales Rep Email*
  • Products and Quantities*
  • Unit Pricing Details*
  • Subtotal Amount*
  • +8 more fields

Forms

Sales Quote Request

9 fields

Data Views

All Sales Quotes

customer_name, quote_status, discount_percent, final_total_amount +1 more

Dashboard Widgets

Quotes by StatusQuote Pipeline OverviewAverage Quote Value

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
sales quotequotation workflowquote processpricing workflowsales proposal

Similar Workflows

quote approvalsales opportunitycontract approval

Similar Categories

finance procurementlegal contracts

FAQs

Do I need to build this workflow from scratch?

No — it's a ready-to-use template. You publish it in assess.one and it's live in seconds, so your sales team can start submitting quotes straight away without any setup project.

Can my team customise the discount approval threshold?

Yes, the discount threshold and approval logic are configurable directly inside assess.one. You can set the percentage that triggers approval, choose who approves it, and adjust it any time as your pricing policy changes.

Is this suitable for teams with multiple approvers or pricing tiers?

Yes, you can add extra approval steps, route different discount levels to different approvers, or set up escalation rules. The workflow steps and roles are all editable in the platform so it can match your actual sign-off structure.

Who needs access to this workflow?

Sales reps need access to submit quotes, and anyone responsible for discount approval needs access to review and approve them. You control exactly who sees each step and can restrict visibility by role directly in assess.one.

What happens if a discount approval is rejected?

The quote status automatically updates to 'Rejected Internally' and the rep is notified immediately, so they can adjust pricing or follow up with their manager. Nothing goes out to the customer until it's properly approved.

How does the customer's response get captured?

After the quote is emailed, the workflow requests the customer's decision and logs it as accepted or rejected. Acceptance automatically triggers hand-off to order processing and notifies the rep, while rejection updates the status and alerts the rep to follow up.

How long does implementation take?

There's no lengthy implementation project — you publish the template in minutes and your team can run live quotes through it immediately. Any customisation to steps, roles, or notifications happens directly inside assess.one, not through external development work.

Can this workflow integrate with our email or Slack for notifications?

Yes, notifications like approval requests and rep alerts can be configured to send via email or Slack directly within assess.one. There's no third-party setup required — it's all handled in the platform's integration settings.

Is there an audit trail for compliance purposes?

Yes, every status change — from quote creation through approval, issue, and customer decision — is recorded automatically. This gives you a clear history of who approved what and when, which is useful for internal audits or dispute resolution.

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Sales Quote Approval Workflow | assess.one