Approval rules you can see. Quotes that follow them.

Draw who approves what as a simple flow. Big deals and deep discounts reach the right manager before they reach the client.

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Try it: click any node to edit it, then test a quote.

Interactive demo of the QuoteCloud workflow editor. A workflow called Large deals and discounts starts when a document's Total Value is greater than 10,000 OR its Discount Percentage is greater than 15. A Switch node then checks two conditions in order: a Total Value greater than 50,000 goes to the Finance team, where all members must approve; a Discount Percentage greater than 15 goes to anyone with the Sales Manager role; anything else goes to the Team Lead role. Each approval ends at Ready to Send or Reject to Send. Testing a sample quote of $18,400 with an 18% discount routes it to the Sales Manager, who approves it, and it lands on Ready to Send.

Settings › WorkflowLarge deals & discounts Active
Sample quoteQ-2318 · Harbour Fitness

What is an approval workflow in QuoteCloud?

A QuoteCloud approval workflow decides which quotes, proposals and contracts need sign-off before they're sent, and who gives it. Admins draw the rules as a flow: a trigger such as a total over $10,000 or a discount over 15%, switch conditions that route by value, discount, team or customer, and approval steps for named users, roles or teams. Reps request approval in one click, approvers approve or decline with a comment from Workflow Review, and every decision stays on the document.

No code
Rules drawn as a flow diagram
9+ fields
Value, discount, team, role, template, customer and more
3 ways
Approve by user, role or team; any one or all
US$59
Business plan, per user / month

How do you build approval rules without code?

Scroll to build one workflow, then watch a quote go through it.

  1. 01 · Trigger

    Decide which documents need approval.

    Click the Trigger node and choose a condition: Discount Percentage, Total Value, Creator team or role, template, product folder or customer. Pick an operator and a value, and combine conditions with AND or OR.

  2. 02 · Switch

    Route them down the right path.

    A Switch node checks its conditions in order and sends each document down the first branch that matches. Anything left over takes the fallback branch.

  3. 03 · Approval

    Choose who signs off.

    Find approvers by user, role or team, decide whether any one or all of them must approve, and set what happens if nobody's found.

  4. 04 · Outcomes

    End every path cleanly.

    Approved documents go to Ready to Send, declined ones to Reject to Send. Save, activate, and the rule applies to new documents.

  5. 05 · Decide

    The approver decides, with a reason.

    The request lands in Workflow Review. The approver checks the quote, adds a comment and chooses Approve or Decline.

  6. 06 · Proceed

    The rep sends it, approved.

    The approved quote is ready to send to the client. A declined one comes back with the comment, ready to update and resubmit.

From request to ready, without the chasing.

What the rep, the approver and the admin each see once the rules are live.

  • Reps ask in one click.

    When a quote matches a rule, the rep submits it for approval with a short note, and it shows In Review until there's a decision.

  • Approvers have one queue.

    Workflow Review, right under Your Documents, lists everything waiting for a decision.

  • Approve or decline, with a reason.

    A comment travels with every decision, so the rep knows exactly what to change.

  • Approved, then sent. Not before.

    The rep opens the approved document and sends it. A declined one comes back to update and resubmit.

  • Start from a template.

    Five ready-made workflows cover the common patterns. Preview one, customise the trigger and approvers, and activate it.

  • A record of who said yes.

    Requests, approvals, declines and comments stay with the document's history.

    Audit trail & history

Who can approve a quote?

Whoever owns the risk. You choose them step by step.

  • A named person

    Send a step to specific users, such as your Head of Sales.

  • Everyone in a role

    Any Sales Manager can pick it up, so approvals don't wait for one inbox.

  • A whole team

    Route big deals to Finance and require every member to approve.

Any one, or all. Decide whether one approval is enough or every approver must agree.

Any rejection rejects. One decline sends the document back with its comment.

No approver found? Choose the default: approve automatically or reject.

Which quotes need a second look?

  • Discount Percentage > 15

    Discount approvals

    Deep discounts go to a Sales Manager before the client sees the price, protecting margin on every deal.

  • Total Value > 50,000

    Large deals

    High-value quotes get Finance sign-off on terms, cash flow and delivery before they're committed.

  • Created from template = Enterprise MSA

    Legal review of terms

    Contracts built on your master agreement route to Legal, so non-standard terms never slip out.

  • Creator team = UK & Europe

    Regional pricing

    Each region's quotes go to its own manager, who knows local pricing, tax and currency.

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Questions, answered

Disclaimer: Parties other than QuoteCloud may offer products, services, recommendations, or opinions on QuoteCloud's platform ("Third Party Materials"). QuoteCloud does not undertake the examination or evaluation of such Third Party Materials and does not provide any warranties concerning them. Links to Third Party Materials are provided for convenience and do not imply an endorsement by QuoteCloud.

Write the rules once. Every quote follows them.

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