What is a document approval workflow?

A document approval workflow is a set of rules that sends a document to the right people for sign-off before it is released. For sales teams it usually covers discounts, deal size, non-standard terms or key customers. In QuoteCloud the workflow runs inside the same document you send, so nothing is exported or emailed for approval.

How do I set up an approval workflow in QuoteCloud?

Open Settings, then Workflow, and create a workflow from a template or from scratch. Configure the trigger conditions, add one or more approval nodes with their approvers, and finish each branch with Ready to Send or Reject to Send. Save the workflow and activate it, and matching documents are routed automatically.

Can approvals depend on discount or deal size?

Yes. Trigger conditions include Discount Percentage, Total Value, Creator Team, Creator Role, Creator Email, Product Folder, Customer Company and Customer Account, with operators such as greater than, less than or equals. Combine several conditions with AND or OR, and use switch nodes to send different deals down different approval paths.

Can a document need more than one approver?

Yes. Add several approval steps in sequence, such as a sales manager then finance, or use the Two-Level Approval template. In each step, choose whether any one selected approver or all selected approvers must approve, and set a default action if no approver is found.

What happens when an approver rejects a document?

The approver clicks Decline, confirms and can add a message explaining why. The document follows the rejection path and shows an Alert status in the dashboard. The creator opens it, makes the changes and submits it for approval again, just as before.

Where do approvers find documents waiting for them?

Approvers receive an approval request email, and every pending document appears in Workflow Review in the dashboard's left-hand menu. Opening a document shows the Document Workflow panel with its checklist, where they approve or decline and add comments for the creator.

Which QuoteCloud plan includes approval workflows?

Approval workflows are included in the Business plan at US$59 per user per month and in Enterprise. Business also includes content locking, advanced pricing and version history. You can try Business free for 14 days without a credit card, and approval workflows work with any quote, proposal or contract you build.

Document approval workflows that run themselves

Set the rules once. Big discounts, large deals and special customers go to the right approvers the moment someone clicks Send.

A document approval workflow makes sure the right people sign off a quote, proposal or contract before it reaches the customer. In QuoteCloud you build visual workflows with trigger conditions such as discount or total value, add approval steps by role, team or manager, and documents go In Review until approved.

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PIHotel refurbishment proposalNeeds approval before sendingPendingApproved

Approval by discount level18% discount on a $415,000 proposal

$340,300.00

PIPrepared
GLGrace Liu, Finance
Westgate Hotels

ApproveRequest changes

Grace Liu, Financeapproved · sent to client

How to set up a document approval workflow

5 steps, start to signature.

Step 1: Start from a workflow template

In Settings, Workflow, choose a template such as Single-Step, Two-Level, Approval by Value Threshold or Approval by Discount Level, or start from scratch.
Step 2: Set the trigger conditions

Choose conditions like Discount Percentage, Total Value, Creator Team or Role, Product Folder or Customer Company, combined with AND or OR.
Step 3: Add the approval steps

Pick approvers from a team, a role, a users list or the creator's managers, and require any or all of them to approve.
Step 4: Submit by clicking Send

When a document matches the trigger, Send opens an approval request to the approvers and the status changes to In Review.
Step 5: Approve, reject, then send

Approvers work from Workflow Review. Approved documents can be sent by email, link or in person; rejected ones are revised and resubmitted.

Approval workflows before and after QuoteCloud

Less retyping, less chasing, no printing.

Before: Discount approvals chased by email and chat

With QuoteCloud: Rules route the document the moment someone clicks Send
Before: Large deals sent before finance saw them

With QuoteCloud: Value thresholds hold the document In Review until approved
Before: Rejection reasons lost in long threads

With QuoteCloud: Approvers decline with a message; the creator fixes and resubmits

QuoteCloud features for approval workflows

Each tile shows the plan it starts on. See QuoteCloud pricing.

Visual workflow builder

Build workflows from trigger, approval, switch and Ready or Reject to Send nodes, then activate them.

Plan: Business+
Workflow templates

Start from Single-Step, Two-Level, Value Threshold or Discount Level approval templates and customise.

Plan: Business+
Conditional routing

Switch nodes send documents down different paths, for example when total value passes a threshold.

Plan: Business+
Multi-level approvers

Approvers by team, role, named users or the creator's managers, requiring any or all of them.

Plan: Business+
Workflow Review queue

Approvers see every document waiting for them in one dashboard view, with comments on each decision.

Plan: Business+
Locked approved content

Lock approved clauses and blocks so the wording that was signed off doesn't change.

Plan: Business+

Who uses QuoteCloud for approval workflows?

Route discounts and documents for approval before they go out.

Sales managers

Approve discounts above a set level before a rep can send the quote.
Finance and commercial teams

Review pricing on high-value deals, with every finance approver required to sign off.
Pre-sales and operations

Check scope and delivery on complex proposals in a separate approval step before pricing review.

Templates you can make for approval workflows

Save each as a template once; reuse it for every client. Browse ready-made templates.

Single-step approval
Two-level approval
Approval by value threshold
Approval by discount level
Contract review before sending
Pre-sales scope sign-off

Industries that use QuoteCloud for approval workflows

A few of the industries it suits.

IT and managed services
Telecommunications
Construction
Wholesale and distribution
Interior design and fit-out
Professional services

Rated, secure and in business since 2013.

4.2Capterra rating
4.2Software Advice rating
2013Building QuoteCloud since

Document approval workflows that run themselves

How to set up a document approval workflow

Step 1: Start from a workflow template

Step 2: Set the trigger conditions

Step 3: Add the approval steps

Step 4: Submit by clicking Send

Step 5: Approve, reject, then send

Approval workflows before and after QuoteCloud

QuoteCloud features for approval workflows

Visual workflow builder

Workflow templates

Conditional routing

Multi-level approvers

Workflow Review queue

Locked approved content

Who uses QuoteCloud for approval workflows?

Sales managers

Finance and commercial teams

Pre-sales and operations

Templates you can make for approval workflows

Industries that use QuoteCloud for approval workflows

Rated, secure and in business since 2013.

Approval workflows: questions, answered

Try QuoteCloud for approval workflows. Free for 14 days.

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Getting Started

Document approval workflows that run themselves

How to set up a document approval workflow

Step 1: Start from a workflow template

Step 2: Set the trigger conditions

Step 3: Add the approval steps

Step 4: Submit by clicking Send

Step 5: Approve, reject, then send

Approval workflows before and after QuoteCloud

QuoteCloud features for approval workflows

Visual workflow builder

Workflow templates

Conditional routing

Multi-level approvers

Workflow Review queue

Locked approved content

Who uses QuoteCloud for approval workflows?

Sales managers

Finance and commercial teams

Pre-sales and operations

Templates you can make for approval workflows

Industries that use QuoteCloud for approval workflows

Rated, secure and in business since 2013.

Approval workflows: questions, answered

What is a document approval workflow?+

How do I set up an approval workflow in QuoteCloud?+

Can approvals depend on discount or deal size?+

Can a document need more than one approver?+

What happens when an approver rejects a document?+

Where do approvers find documents waiting for them?+

Which QuoteCloud plan includes approval workflows?+

Try QuoteCloud for approval workflows. Free for 14 days.