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Two signers on the client side, a director on yours

Hiring managers and procurement sign the same terms; fee discounts over your limit go In Review before anyone sends them.

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In QuoteCloud several signers sign one document, each in their own browser with no account, and you see who has signed. On the Business plan an approval workflow puts terms In Review when a consultant's discount is over your limit, or the total value is high, and they can't be sent until a director approves.

Sample terms of business from a fictional agency, Ashby Lane Recruitment, for Harbourline Logistics, passing from the agency to the client. The senior consultant drafts the terms with a 15% fee discount; because the discount percentage is greater than 10, the terms go In Review and the managing director and the finance director both approve; the terms are then sent; the client's chief financial officer and procurement manager each sign, and the signed terms carry a certificate of authenticity and an audit trail.

In Review inside, two signatures outside

Jonah agreed a 15% discount with Harbourline in return for exclusivity on finance roles. Your rule says anything over 10% needs the directors, so the terms go In Review: the managing director has approved, the finance director hasn't yet, and the terms can't be sent until she does.

Once they're out, the CFO and the procurement manager each sign in their own block. The CFO has signed; procurement is still to sign, and you can see that at a glance.

  • Approval triggers on Discount percentage or Total value, among others
  • Approvers approve or decline; the document can't be sent until all approve
  • Several signers, each with their own block, no account and no signing order

Approval workflow: Business plan · eSignatures: every plan

How the approval workflow works
Ashby Lane RecruitmentTerms of business AL-TOB-2027 Sample · fictional business

Document workflow

In Review

Triggered when Discount percentage greater than 10

  • Fiona DelaneyManaging directorApproved
  • Anita KovacsFinance directorWaiting

Must be approved by all approvers before it can be sent.

  1. Approval request sent by Jonah Pierce
  2. Approved by Fiona Delaney

Approval workflow · Business plan

Accept these terms

1 of 2 signed

  • Chloe TanChief financial officer, Harbourline Logistics Signed4 Jun, 10:18 am
  • Daniel FerrisProcurement manager, Harbourline Logistics Awaiting signature

Terms summary

Fees
15–22% by band
Discount
15% for FY2027
Guarantee
Replacement or rebate
Expires
30 Jun 2027

Certificate of authenticity and audit trail attached

Approval rules an agency might set

Each is a confirmed approval trigger on the Business plan, shown with an example of how a recruitment agency could use it.

  • Discount percentage

    Any fee discount over 10% off your scale goes to the managing and finance directors.

  • Total value

    Retained searches or RPO programmes over $25,000 are approved before they're sent.

  • Created from template

    Everything from the RPO template goes to the programme director, whatever its value.

  • Creator role

    Terms drafted by associate consultants are checked by a manager in their first months.

  • Creator team

    The new healthcare desk's terms go to the desk lead until its templates settle.

  • Customer company

    Key accounts on special terms always get a director's eye before they go out.

What changes when approvals live in the document

The policy stops living in a manager's inbox.

The jobEmail and PDFsWith QuoteCloud
A discount request An email to the director with the terms attached, answered when someone has time. The terms go In Review automatically when the discount is over your limit.
Knowing it was approved A thumbs-up in a chat thread nobody can find in a year. The approval log stays on the document: who requested it and who approved.
Sending too early A consultant sends before the director replies. A document in review can't be sent until every approver approves.
Two client signatures Print, sign, scan, then chase procurement for the second one. Each signer signs online in their own block; you see who is still to sign.
Proof of what was signed A scanned PDF in someone's mailbox. A certificate of authenticity and an audit trail with every signed document.

Set your approval rules in QuoteCloud

Free for 14 days, no credit card required. Try the Business plan in the trial and set your discount limit before your first terms go out.

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Every signer · every document

Every signature carries the same certificate

Hiring manager, procurement, CEO or board member: each signs in their own browser, with no account and an optional one-time passcode. Every signed document gets a certificate of authenticity and an audit trail, and is eIDAS compliant.

Set up approvals and signers once

Five steps an agency director does once; consultants simply work inside the rules.

  1. Choose the trigger

    Discount percentage over your limit, or Total value over an amount (Business).

  2. Name the approvers

    For example the managing director and the finance director.

  3. Add signer blocks to templates

    A hiring manager block and a procurement block in your terms template.

  4. Consultants draft as usual

    Terms over the limit go In Review; the rest can be sent straight away.

  5. Clients sign

    Each signer signs online; you see who has signed and who hasn't.

Signer and approval questions

Can the hiring manager and procurement both sign our terms?

Yes. Add several signers to the document and each gets their own signature block. They sign in their own browser with no account, and you can see who has signed and who hasn't. eSignatures are on every plan, legally binding and eIDAS compliant.

Can fee discounts go to a director for approval?

Yes, on the Business plan. Set an approval rule on Discount percentage, for example over 10%. Terms with a bigger discount go In Review, and they can't be sent until every approver you named has approved. Approvers approve or decline in QuoteCloud.

What can trigger an approval besides a discount?

Confirmed triggers include Total value, the creator's team, role or email, the template a document was created from, a product folder, and the customer company or account. Margin is not an approval trigger.

Can we make signers sign in a set order?

QuoteCloud doesn't enforce a signing order. Every signer gets their own link and can sign when they're ready; you see who has signed. If the order matters to you, send the document to the second signer once the first has signed.

Can we get a Slack or Teams alert when terms are signed?

Slack and Microsoft Teams alerts for document updates, comments and actions are available through the integrations. A Slack or Teams alert specifically for signing or payment isn't something we confirm; use document tracking in QuoteCloud, or a Zapier trigger such as Recipient Signed Document to start your own workflow.

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