Approve Dynamics 365 quotes before they go out
Quotes drafted from Dynamics 365 still go through your rules. QuoteCloud's approval workflow checks value, discount and who made the quote, routes it to the right approvers and won't let it be sent until they agree.
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Use QuoteCloud's approval workflow, on the Business plan. Set a trigger, such as Total Value greater than $50,000 or Discount Percentage over 10%, and approvers by team, role, named users or the creator's manager. When the rep presses Send, the quote goes In Review and can't be sent until it's approved. No Zap is needed for the approval itself.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, the document workflow panel of Quillfield IT's managed services agreement QF-4139 for Thornbury & Webb: status In Review, triggered when Total Value is greater than $50,000; Simon Achari, managing director, has approved and Elise Moreau, finance manager, is still to approve; all approvers must approve before it can be sent. In front, an illustration of the Dynamics 365 opportunity with QuoteCloud reference QF-4139 and status Draft.
Why approve quotes in QuoteCloud, not in Dynamics?
Quillfield IT's policy is simple: any agreement over $50,000 a year needs the managing director and the finance manager. Before, it lived in an email thread, and a quote could reach a client while the thread was still going.
The quote is the thing the client signs, so that's where the check belongs. When account manager Nina Castell presses Send on QF-4139, QuoteCloud sees $54,000, puts it In Review and asks Simon Achari and Elise Moreau. Until both approve, it can't be sent.
- It works the same for quotes drafted by the quote Zap and quotes made by hand.
- Approvals are recorded in the document's history, next to the views and signatures.
- Approval workflow: Business plan. The Zaps around it: Essentials and up.
What can trigger an approval?
A workflow starts when its trigger matches. Combine conditions with AND or OR, and add a switch node to send big deals one way and discounted ones another.
Each approval node says who approves: approvers from a team, from a role, a list of users, or the managers of whoever made the quote. Choose whether any of them or all of them must approve, and what happens if none is found.
- Trigger conditions: Total Value, Discount Percentage, Creator Team, Creator Role, Creator Email, Product Folder, Customer Company, Customer Account.
- Approved goes to Ready to Send; declined goes to Reject to Send, back with the rep.
- Approvers work from the Workflow Review list on their dashboard.
Document workflow
In ReviewTriggered when Total Value greater than $50,000
- Simon AchariManaging directorApproved
- Elise MoreauFinance managerWaiting
Must be approved by all approvers selected before it can be sent.
- Draft created by a Zap from the Dynamics 365 opportunity · Mon 19 Oct
- Approval request sent by Nina Castell · Tue 20 Oct, 9:12 am
- Approved by Simon Achari · Tue 20 Oct, 11:40 am
Approval workflow · Business plan
Year one
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Managed services, 42 users | $54,000 | ||
Managed IT & security, per user42 users × 12 months, help desk included
|
504 user-mo | $95 | $47,880.00 |
Microsoft 365 backup, per user42 users × 12 months
|
504 user-mo | $5 | $2,520.00 |
Onboarding & documentationOnce-off, in the first month
|
1 job | $3,600 | $3,600.00 |
- Subtotal
- $54,000.00
- Tax (10%)
- $5,400.00
- Total
- $59,400.00
- Plus, monthly
- $0.00/mo
Can approvers hear about it in Microsoft Teams?
QuoteCloud emails approvers itself. Teams that live in Teams can add a channel post for the approvers' team.
ZapSent for approval: tell the approvers in Teams
-
When
QuoteCloudTriggerDocument Review RequestedTest it with a real approval request first: check it fires when a document goes In Review.Passes on
- Document title
- Document reference
- Owner
-
Then
Microsoft TeamsActionSend Channel MessageMapped in
- Team
- Channel
- Message
-
Or
Microsoft Dynamics 365 CRMSearch · optionalFind OpportunityOn the topic, used as the document's title.Searches on
- Topic
-
Or
Microsoft Dynamics 365 CRMAction · optionalUpdate OpportunityMapped in
- Opportunity ID
- QuoteCloud status: In review
The approval itself never runs in Zapier. Build the same alert in Make, bring your own, if your team prefers it.
Nina sends QF-4139 for approval at 9:12 on Tuesday. The approvals channel in Teams shows it straight away, and Simon approves from QuoteCloud's Workflow Review before lunch.
Result
Approvers see requests where they already work, and the decision still happens, and is recorded, in QuoteCloud.
Approval workflow: Business · Zapier app: Essentials and up
More Teams alertsIn review in QuoteCloud, still a draft in Dynamics
Document workflow
In ReviewTriggered when Total Value greater than $50,000
- Simon AchariManaging directorApproved
- Elise MoreauFinance managerWaiting
Must be approved by all approvers selected before it can be sent.
- Draft created by a Zap from the Dynamics 365 opportunity · Mon 19 Oct
- Approval request sent by Nina Castell · Tue 20 Oct, 9:12 am
- Approved by Simon Achari · Tue 20 Oct, 11:40 am
Approval workflow · Business plan
Activity
- Draft created by a Zap from the Dynamics 365 opportunityMon 19 Oct, 4:20 pm · Updated Opportunity
- Sent for approval by Nina CastellTue 20 Oct, 9:12 am · In Review
- Approved by Simon AchariTue 20 Oct, 11:40 am · waiting for Elise Moreau
Then
- Approved
- Sent by Nina
- Recipient First Viewed Document
OpportunityThornbury & Webb · Managed IT 2027Account: Thornbury & Webb
- Qualify
- Develop
- Propose
- Close
- Est. revenue
- $54,000.00
- Est. close date
- 6 Nov 2026
- Contact
- Rebecca Webb
- Owner
- Nina Castell
- QuoteCloud reference
- QF-4139
- QuoteCloud status
- Draft
Activity timeline
- QuoteCloud reference: QF-4139Draft ready in QuoteCloudMon 19 Oct · 4:20 pm · Added by a Zap
- Request quote set to YesBy Nina CastellMon 19 Oct · 4:19 pm
- Opportunity createdRenewal of the 2026 agreement, by Nina CastellMon 5 Oct · 11:00 am
Illustration with sample data: a generic CRM record, not Dynamics 365’s screen.
The opportunity record is our illustration of a generic CRM with sample data, not Dynamics 365's screen.
Approval patterns Dynamics teams use
Over a value
Total Value greater than $50,000: the managing director and finance both approve, all must agree.
Over a discount
Discount Percentage greater than 10%: the sales manager approves, any one of the role is enough.
New or junior reps
Creator Team or Creator Role is Graduate sales: the managers of the creator approve every quote.
Key accounts
Customer Company is one of your strategic accounts: the account director sees every quote first.
Sensitive products
Product Folder is Professional services: a delivery lead checks the scope before it's sent.
Locked wording
Pair approvals with content locking so approved terms can't be edited. Business plan.
Put your quote policy in the quote
The approval workflow is on QuoteCloud's Business plan. Start a free 14-day trial and set up a workflow with a test quote.
Set up approvals in five steps
Create the workflow
In QuoteCloud's Workflow section, create a workflow from scratch or from a template.
Set the trigger
Click the Trigger node and add conditions, such as Total Value greater than 50000.
Add approvers
Add an Approval node: approvers from a team, a role, a users list or the creator's managers; any or all must approve.
Mark it Active
Check the Ready to Send and Reject to Send ends, then make the workflow active.
Test it
Draft a quote over the limit from a test opportunity, press Send, approve it as the approver and check the status.
Questions about approvals
Can quotes drafted from Dynamics 365 need approval before they're sent?
Yes. QuoteCloud's approval workflow, on the Business plan, applies when a person presses Send in QuoteCloud, whether the quote was drafted by a Zap or by hand. If the trigger matches, the quote goes In Review and can't be sent until the approvers approve it.
What can an approval workflow check?
Its trigger can check Total Value, Discount Percentage, Creator Team, Creator Role, Creator Email, Product Folder, Customer Company and Customer Account, combined with AND or OR. Switch nodes send different quotes down different paths, each with its own approvers.
Who can approve?
Each approval node names approvers from a team, from a role, from a list of users, or the managers of the person who made the quote. You choose whether any or all of them must approve, and whether the quote is approved or rejected if no approver is found.
Does Zapier or Dynamics do the approving?
No. The approval happens in QuoteCloud, from the approver's Workflow Review list, and is recorded with the document. A Zap can add a Microsoft Teams post or an opportunity column so people know a quote is waiting.
Which plan includes the approval workflow?
Business. QuoteCloud's Zapier app and API are on Essentials and up, so the quote Zap works on Essentials, but holding quotes for approval needs Business.
More on QuoteCloud and Dynamics 365
Six use cases with the exact Zapier steps, then the IT review, how to connect and what it costs.
- Create quotes from Dynamics 365 opportunitiesA rep ticks Request quote on the opportunity and a Zap drafts the quote from your template, then writes its reference back.
- Procurement buyers and several signersOperations, procurement and finance each sign; the opportunity shows who has signed and changes when the last one does.
- Quote status on the Dynamics 365 opportunityViewed, signed, expired or lost: each QuoteCloud event updates your own columns on the opportunity.
- Microsoft Teams alerts for Dynamics 365 quotesFirst views, signatures and expiring quotes posted to a Teams channel or the owner's chat, in the same Zaps.
- Keep Dynamics 365 accounts and contacts matchedNew Dynamics contacts found or created in QuoteCloud, and new QuoteCloud contacts found or created in Dynamics with their account.
- IT and security review of the Dynamics 365 integrationWhat passes through Zapier or Make, which accounts to connect with, who can change what, and the controls on each side.
- Connect Dynamics 365 to QuoteCloud, step by stepAdd the columns, connect service accounts in Zapier, build the first Zap, test it and fix the usual problems.
- Dynamics 365 to QuoteCloud field mapEvery field the Dynamics Zaps on this site pass, which way it travels and a sample value: the list your IT team asks for.
- What QuoteCloud with Dynamics 365 can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Dynamics 365 connection costsEssentials and up for Zapier, Business for the approval workflow, plus a fee per document a Zap or the API creates.
- FAQAnswers to the questions sales, operations and IT ask before connecting QuoteCloud and Dynamics 365.
Your rules, on every quote.
Start a free 14-day trial and set up an approval workflow for the quotes your team drafts from Dynamics 365.