Approve or Reject a Document

Approving a document in QuoteCloud signals that it meets the required criteria and advances through the workflow, while rejecting a document indicates it fails to meet requirements and is returned for revision or halts the process. Both actions update the document’s workflow status and are recorded in the document history for audit and compliance purposes.

Only users designated as approvers in the document’s workflow or users with the required permissions in QuoteCloud can approve or reject documents; the list of approvers and permission rules are defined by each document’s workflow configuration.

Approvers are notified of pending requests through QuoteCloud’s notification mechanisms such as in‑app alerts and email notifications, and they can locate all pending approvals in the application’s workflow or approvals area to review and act on documents awaiting their decision.

An approver should review the full document content, any attached files or supporting materials, comments and change history, and verify the document complies with applicable business rules and the specific requirements defined by the workflow before approving or rejecting.

Yes. Approvers can add comments or notes with their approval or rejection; those comments are saved as part of the document’s audit trail and provide context or guidance for future reviewers and for revisions.

After approval, the document advances to the next workflow stage (for example, finalization, sending to a customer, or invoicing); after rejection, the document is typically returned to the author or responsible user for revision or is held until issues are resolved. Both outcomes update status and workflow history for traceability.

Every approval or rejection is recorded in the document’s history with the approver’s identity, timestamp, and any comments, creating an auditable trail that helps organizations meet compliance requirements and demonstrate who made workflow decisions and why.

Yes. QuoteCloud’s approval features integrate directly into sales quoting software and sales proposal software workflows—allowing teams to require approvals on quotes and proposals, capture reviewer comments, and ensure quote software and proposal software outputs meet pricing, branding, and contractual standards before sending to customers.