Workflow Template

Sales Quote Workflow

Captures a sales quote request, calculates the quoted total after discount, has sales operations validate pricing, routes high discounts to a sales manager for approval, sends the quote to the customer for acceptance, and updates the record and notifies the rep based on the customer's decision.

A rep fills in a quote request, and instead of a spreadsheet and a string of emails, the workflow takes over from there. It calculates the quoted total after discount, has sales operations validate the pricing, sends any discount over 15% to a sales manager for approval, and then emails the customer a quote they can accept or decline directly from their inbox. Each step updates the record's status automatically, so the rep gets notified the moment there's a decision, without anyone having to chase updates.

Business Outcomes

Cuts the manual back-and-forth in checking and approving discounted quotes
Helps keep pricing consistent by routing high discounts to a sales manager before they go out
Speeds up customer response time with a direct accept/decline form sent by email
Keeps sales reps informed automatically at each key decision point
Gives every quote a clear status and timeline for tracking progress

Workflow Steps

Steps

1
Create Sales Quote Recordcreate record
Registers the submitted quote request as a sales quote record.
2
Set Status to Draftupdate record
Marks the new quote record as Draft.
3
Calculate Quoted Totalupdate record
Calculates the quoted total as list price total multiplied by (1 minus discount percentage divided by 100) and saves it to the record.
4
Sales Ops: Validate Pricingcreate task
Assigns sales operations a task due in 1 day to validate the pricing and record notes.
5
Save Pricing Notesupdate record
Persists the sales operations pricing validation notes to the record.
6
Check Discount Percentage
Routes to sales manager approval if the discount percentage exceeds 15, otherwise continues to send the quote.
discount_percentage: "15"→Sales Manager: Approve Discount
Default→Set Status to Quote Sent
7
Sales Manager: Approve Discountrequest approvalrequires approval
Requests sales manager approval for the discount since it exceeds 15%.
8
Route Discount Approval Outcome
Routes based on whether the sales manager approved or rejected the discount.
approval_status: "approved"→Set Status to Quote Sent
approval_status: "rejected"→Set Status to Rejected Internally
Default→End
9
Set Status to Rejected Internallyupdate record
Updates the record status to Rejected Internally after the manager rejects the discount.
10
Email Rep: Discount Not Approvedsend email
Notifies the sales rep that the requested discount was not approved.
11
Set Status to Quote Sentupdate record
Updates the record status to Quote Sent before emailing the customer.
12
Email Customer the Quoterequest external input
Emails the customer a form showing the quote details and asks them to accept or decline.
13
Save Customer Responseupdate record
Persists the customer's decision and comments to the record.
14
Route Customer Decision
Routes based on whether the customer accepted or declined the quote.
customer_decision: "Accept"→Set Status to Accepted
customer_decision: "Decline"→Set Status to Declined
Default→End
15
Set Status to Declinedupdate record
Updates the record status to Declined after the customer declines the quote.
16
Email Rep: Quote Declinedsend email
Notifies the sales rep that the customer declined the quote.
17
Set Status to Acceptedupdate record
Updates the record status to Accepted after the customer accepts the quote.
18
Create Order Processing Taskcreate task
Creates a fire-and-forget order processing task due in 2 days.
19
Email Rep: Quote Acceptedsend email
Notifies the sales rep that the customer accepted the quote.

Fields

Show all 15 fields

FormSales Quote Request

Sales Rep Name*· Text
Sales Rep Email*· Email
Customer Name*· Text
Customer Company*· Text
Customer Email*· Email
Products and Quantities*· Long text
List Price Total*· Number
Discount Percentage*· Number
Tax Amount*· Number
Validity Period (days)*· Number

TaskSales Ops: Validate Pricing

Pricing Validation Notes· Long text

Other fields

Quoted Total· Number
Quote Status· Choice
Customer Decision*· Choice
Customer Comments· Text

Sales Rep Name*
Sales Rep Email*
Customer Name*
Customer Company*
Customer Email*
Products and Quantities*

Forms

Sales Quote Request

10 fields

Data Views

Sales Quotes Overview

customer_name, customer_company, quoted_total, discount_percentage +1 more

Dashboard Widgets

Quotes by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

sales quotequotation workflowquote processpricing workflowsales proposal

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Similar Categories

Finance & Procurement Legal & Contracts

FAQs

Do I need any technical setup to start using this workflow?

No, a template like this is ready to use as soon as your workspace publishes it. There's no installation or development project involved — you can start capturing quote requests and running the live process right away.

Can my team customise the discount threshold or the approval steps?

Yes, you can change any part of the workflow by describing the change in plain English or editing the steps directly in the workflow editor. For example, you could adjust the 15% discount threshold or change who the approval task is assigned to, and earlier versions of the workflow are kept if you want to compare changes.

Who is involved in reviewing a quote before it goes to the customer?

Sales operations gets a task to validate the pricing and record notes, and the workflow waits for this before moving on. If the discount exceeds 15%, a sales manager is then asked to approve or reject the discount before the quote can be sent.

What happens if the sales manager rejects the discount?

The record status is updated to Rejected Internally, and the sales rep is automatically emailed to let them know the requested discount wasn't approved. The quote is not sent to the customer in this case.

Does the customer need to create an account to respond to a quote?

No, customers take part through an emailed form without ever needing an account. They receive the quote details by email and simply select whether they accept or decline, with an optional comments field.

What happens after the customer accepts or declines the quote?

If the customer accepts, the record status updates to Accepted, an order processing task is created, and the sales rep is emailed to confirm the win. If they decline, the status updates to Declined and the rep is notified so they can follow up.

Is this workflow suitable for teams that don't always have high discounts?

Yes, quotes with a discount of 15% or under skip the manager approval step entirely and go straight to being emailed to the customer. The workflow only routes for extra approval when the discount percentage requires it.

Where can I see the status of all open quotes?

Each quote request is a record with a reference number, a status, and a timeline showing what's happened so far — from Draft through to Quote Sent, Accepted, Declined or Rejected Internally. Table views and dashboards let you see records grouped by status across your whole workspace.

Does the order processing task need to be completed before the quote is marked accepted?

No, the order processing task is fire-and-forget, meaning the workflow creates it and moves on without waiting for it to be completed. It's due in 2 days and includes an Order Reference field that stays with the task rather than the main record.

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