Approvals and collaboration: questions and answers

An approval workflow is a set of rules that decides which quotes, proposals and contracts need internal sign-off before they reach the customer, and who gives it. You build it as a flow diagram in QuoteCloud's workflow editor: a trigger that decides when it applies, optional Switch conditions that route documents down different paths, approval steps, and a Ready to Send or Reject to Send outcome. Typical uses are large deals, deep discounts, non-standard terms and key accounts.

• Create a workflow from a template

Approval workflows are included on the Business plan, at US$59 per user per month (AU$94.95 in Australia), and on Enterprise. Business also includes content locking, advanced pricing and custom formulas, the AI Co-Worker, CRM and accounting integrations, revisions and version history, and customer reminders. You can try Business free for 14 days with no credit card required, or book a demo to see a workflow built for your team.

• QuoteCloud pricing

Open Settings and select Workflow. Create a workflow from scratch or from a template. Click the Trigger node to set the conditions that start it, add a Switch node if different documents need different paths, and add an Approval node to each path with its approvers. Each path ends with Ready to Send and Reject to Send. Click Save, then Activate, and documents that match the trigger are routed for approval when reps go to send them.

• Configure a workflow trigger

Yes. In Settings, Workflow, choose Create from a template. Templates include Single-Step Approval, Two-Level Approval, Approval by Value Threshold, Approval by Discount Level and Client-Specific Approval Paths. Each shows a visual preview of its trigger, approval steps and endpoints. Click Customize Workflow to open it in the editor, change the conditions and approvers to suit your organisation, then save and activate it.

• Create a workflow from a template

Trigger conditions can use the document's Total Value or Discount Percentage, the creator's team, role or email, the template it was created from, the product folder, and the customer company or customer account. Numbers use Greater Than, Less Than, Equals or Does Not Equal, and list fields such as Creator Role let you pick a value. Combine several conditions with AND, where all must be met, or OR, where any one is enough, for example a total over $10,000 or a discount over 15%.

Yes. Add a Switch node after the trigger and it creates branches: If the condition is met, Otherwise, if the condition is met, and a fallback for when no condition is met. Conditions are checked in order, so put the most specific first. Each branch gets its own approval step and Ready to Send or Reject to Send outcome, so a mid-sized deal might go to a sales manager while a larger one also goes to finance.

• Add a Switch condition node

You choose for each approval step under Select a way to find approvers: Approvers from team, Approvers from role, Approvers in users list, or Managers of the creator. Under Must be approved by, decide whether any one of the selected users can approve or all of them must. You also set a default action for when no approvers are found, either approve automatically or reject. Any rejection results in the document being rejected.

• Add an approval node

Yes, in two ways. Within one approval step, set Must be approved by to All users selected above, so every selected approver has to approve. Or add more than one approval step, such as a sales manager and then finance, which is what the Two-Level Approval template sets up for you. Approval by Value Threshold is a starting point for adding a second approver only on larger deals.

Yes. Settings, Workflow lists every workflow with its status and last updated date. Click Edit to change one in the editor and Save your changes, Activate or Deactivate it to switch it on or off, rename it from the name field at the top of the editor, and duplicate or delete it from the actions menu in the list. Deactivating is a simple way to pause a workflow without losing its setup.

• Manage a workflow