Creating a New Approval Workflow

An approval workflow in QuoteCloud is a configured sequence of review steps, approvers, and rules that routes a quote or document for review before it can be accepted or sent to a customer. Workflows enforce your organization’s approval policies—for example requiring manager sign‑off on high‑value quotes or routing technical proposals to subject‑matter experts—helping your sales quoting software and sales proposal software ensure compliance and consistency.

Begin in the Workflow area of the QuoteCloud application (or follow the user guide). Create a new workflow by giving it a clear name, defining its scope or trigger conditions, and adding one or more approval steps. Then assign approvers, choose step order (serial or parallel), and configure notifications, reminders and escalation rules.

Core elements include the workflow name, scope/trigger conditions (when it runs), approval steps, approvers or approval groups for each step, step order (serial vs parallel), and notification or escalation settings. When configuring a step you’ll typically complete fields for the trigger, step details, approver selection, and any custom messages or reminders used by your quote software or proposal software.

When building each approval step you can assign approvers either as individual users or as preconfigured user groups/roles in your QuoteCloud account. Use groups to simplify management for teams or functional roles and individuals for single‑owner approvals. You can also mix approaches across different steps to reflect real-world handoffs.

Yes. Workflows are typically tied to trigger conditions such as quote value thresholds, specific products or services, customer segments, or document status. Configure these conditions so the workflow only runs for the quotes or proposals that require review—for example only for quotes above a defined amount or proposals that include specific add‑ons.

Yes. You can set step order to serial (one approver or step completes before the next starts) or parallel (multiple approvers review simultaneously). Use serial order for strict escalation chains and parallel for speeding approval when multiple stakeholders can review independently.

QuoteCloud lets you configure notifications and custom messages for each step, send automatic reminders to pending approvers, and define escalation rules if approvals aren’t completed in time. These settings keep the approval process moving and ensure your proposal software and quote software users are alerted when action is required.

Approval workflows reduce errors, enforce pricing and compliance rules, and speed time‑to‑customer by automating routing and approvals. For teams using sales quoting software or sales proposal software, workflows provide audit trails, consistent sign‑offs on high‑value quotes, and make it easier to scale document generation and integrations (for example with accounting systems) while maintaining control.