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Board approvals for proposals over your delegations

Set the total value or discount that needs sign-off, name the approvers and every proposal above it waits for them.

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On the Business plan, QuoteCloud's approval workflow holds any proposal or agreement above a total value, or with a discount over a set percentage, until the approvers you choose, such as the chief executive or board chair, approve it. The document shows In Review until then, and a log records who approved it.

A sample partnership proposal from a fictional children's literacy charity, Paperbark Reading Trust, to Fernhollow Foods, behind a checklist that ticks off before it can be sent: tier and add-on assets priced at $33,990.00 including tax, partnership terms in place as a locked block, the total over the $30,000 delegation so the approval workflow has started, and approval requested by the partnerships manager. The proposal is In Review on the rule total value greater than $30,000: the chief executive has approved and the board chair has still to approve.

The proposal waits for the people your board named

Paperbark's board lets the partnerships manager commit up to $30,000. Tess's proposal to Fernhollow Foods comes to $33,990.00, so it goes In Review and waits until the chief executive and the board chair have both approved it.

Helen has approved. Patricia opens the same proposal with its Document Workflow panel, Approve and Decline beside it, and the log shows who asked and who approved. Once she approves, Tess sends it.

  • Triggered when the total value is greater than $30,000
  • Approvers found by role: Chief Executive and Board chair
  • Must be approved by all the approvers selected
  • Any rejection rejects it, with a message back to the creator

Approval workflow: Business plan

Corporate sponsorship & partnership proposals
Paperbark Reading TrustPartnership proposal PRT-SP-2701 Approver view · sample data

Document workflow

In Review

Triggered when Total value greater than $30,000

  • Helen VuChief ExecutiveApproved
  • Patricia NwosuBoard chairWaiting

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

  1. Approval request sent by Tess Calloway
  2. Approved by Helen Vu

Approval workflow · Business plan

Delegations, followed every time

What changes for a finance & operations manager once the board's delegations live in QuoteCloud.

The jobTodayWith QuoteCloud
Checking the limit Whoever drafts the proposal remembers the delegation, or doesn't. A rule on the total value or the discount checks every proposal as it's prepared.
Asking for sign-off A Word file emailed to the CEO, then forwarded to the chair. An approval request from the document; the approvers open the proposal itself.
Sending the right version Version 3 approved, version 4 sent. The proposal stays In Review until it's approved, then the creator sends that document.
A no A phone call that nobody wrote down. Decline comes with a message; the creator updates the proposal and asks again.
The record Approvals scattered across inboxes when the auditor asks. The workflow log on each document: who requested it, who approved, who declined.

Set approvals up as part of your rollout

Rules a board might set

A trigger can use the total value, the discount percentage, the creator's team or role, the template or the customer. The values here are examples.

  • Partnerships over a value

    Total value greater than $30,000 goes to the chief executive and the board chair.

  • Discounted program rates

    A discount over 20% on a fee-for-service program goes to the finance & operations manager before the school sees it.

  • Two levels

    A Switch sends proposals over $30,000 to the chief executive, and those over $100,000 to the chief executive and the chair.

  • One template

    Anything created from your naming-rights template goes to the chief executive, whatever its value.

  • A team or role

    Proposals created by the events team's volunteers go to the membership & events coordinator first.

  • One partner

    Every proposal to your largest corporate partner goes to the chief executive, so the relationship has one view.

Put your delegations into QuoteCloud

Free for 14 days on the Business plan, no credit card required. Approval workflows, content locking and version history are all part of Business.

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Terms the board approved once, locked in every agreement

The approval covers the deal. The clauses your board has already approved, such as child safety, use of your name and logo, or how an agreement ends, can sit in the content library as a locked block.

Staff drag it into the proposal or service agreement and it can't be edited there, so the wording stays as approved. Admins and permitted roles unlock it in the library when the board changes it.

  • Locked blocks: usable in documents, not editable
  • Library access and editing set by role
  • Version history of each document

Content locking and version history: Business plan

Impact stories & case studies library
Paperbark Reading TrustProgram quote & service agreement PRT-FS-0318 Sample · fictional organisation

Service agreement

Starts27 Jan 2027
Expires25 Jun 2027
  1. What we provideTrained, screened volunteers, the books and a coordinator at each session.
  2. What the school providesA quiet space, a contact teacher and the class timetable.
  3. FeesInvoiced by Paperbark at the start of each term, on 14-day terms.
  4. Child safetyVolunteers follow Paperbark's child safety policy and the school's own procedures.
  5. EndingThis agreement ends on 25 June 2027. Nothing renews by itself; we'll send a new proposal for Terms 3 and 4.

Set your delegations up as a workflow

About as long as a board paper takes to read. Do it once, then every proposal follows it.

  1. List the delegations

    The values and discounts your board has set, and who approves above each.

  2. Create a workflow

    In Settings › Workflow, start blank or from a template such as Approval by Value Threshold.

  3. Set the trigger

    Total value greater than $30,000, or discount percentage greater than 20%.

  4. Choose approvers by role

    Chief Executive and Board chair, approved by all of them.

  5. Test and activate

    Test it, save it and set it to Active.

Board approval questions

Can proposals over a certain value need approval before they're sent?

Yes, on the Business plan. An approval workflow triggers when a document's total value is greater than the amount you set. The document shows In Review until the approvers you chose, such as the chief executive and the board chair, have approved it, and then the creator sends it.

Can a discount trigger an approval?

Yes. Discount Percentage is one of the trigger conditions, with Total Value, the creator's team or role, the template the document was created from and the customer. For example, a fee-for-service program offered to a school at more than 20% off its usual rate can go to your finance & operations manager first.

Who can approve a proposal?

The approval step finds its approvers by role, such as Chief Executive or Board chair, and can require all of them to approve. Any rejection rejects the document. You also choose what happens if no approver is found: approve or reject.

Can different values go to different approvers?

Yes. A Switch in the workflow sends a document down different paths depending on conditions you set, such as over $30,000 to the chief executive and over $100,000 to the chief executive and the chair. Workflow templates include Approval by Value Threshold and Two-Level Approval to start from.

Is there a record of who approved?

Yes. Each document's workflow panel keeps a log of the approval request and of who approved or rejected it. Version history, also on the Business plan, keeps earlier versions of the document.

What happens if an approver declines?

The approver declines with a message, and the document is rejected. The creator can update the rejected document and request approval again. It can't go to the partner until it's approved.

Which plan includes approval workflows?

The Business plan, at US$59 per user per month, which also includes content locking, version history and Gantt charts. You can try Business free for 14 days with no credit card.

Is this a board portal?

No. QuoteCloud approves the proposals and agreements your team sends. Board papers, minutes, meetings and voting stay in the tools you use for governance today.

More not-for-profit questions

More for not-for-profits

Every page of the QuoteCloud not-for-profit microsite.

Large partnerships, approved before they're sent

Free for 14 days. No credit card required.

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