Manage a Workflow

In QuoteCloud a workflow is a configurable approval process that routes documents — quotes, proposals, and contracts — through defined steps and approvers before finalization. Managing workflows in your sales quoting software or sales proposal software ensures approvals happen consistently, reduces bottlenecks, preserves an audit trail for compliance, and improves the speed and reliability of your document lifecycles.

Open the Workflows area in QuoteCloud, select the workflow you want to change, and choose Edit. From the editor you can add, remove, or reorder steps, set step conditions (when a step applies), and configure timeouts or escalation rules.

Save a draft and run tests with sample quote or proposal documents before publishing so you don’t disrupt active approvals in your quote software or proposal software environment.

Edit the approver settings on the specific workflow step to add or remove approvers, change the approval order (sequential vs. parallel), and define fallback or substitute approvers. Use the built‑in test or draft mode to run a mock approval and confirm notifications, routing, and role-based permissions work as expected.

Disabling a workflow temporarily prevents it from being applied to new documents while preserving its full configuration, history, and audit trail — useful when you want to pause approvals without losing records. Deleting a workflow removes it from your account and is typically irreversible; only delete when you are certain you no longer need the workflow or its audit history.

Yes. Cloning lets you duplicate an existing workflow so you can create a new variant without altering the original. Where versioning is available, it helps track changes over time, compare edits, and revert to a prior configuration if a published update causes issues.

Use the draft or test mode when editing workflows: clone the live workflow, apply edits to the clone, and run test approvals using sample quotes or proposals. Validate notifications, approver routing, and any timeouts/escalations before publishing the updated workflow to production.

Keep steps focused and minimal, use conditional steps so only relevant approvals trigger, define clear sequential or parallel approval paths, set reasonable timeouts and escalation rules, and assign substitute approvers for absence coverage. Align workflow steps with your sales stages and use the workflow audit trail to monitor and optimize performance in your quote software or proposal software.

Timeouts let you specify how long a step waits for approval before an automated action occurs. Escalation rules notify higher‑level approvers or reassign the step after the timeout. Substitute or fallback approvers are used when the primary approver is unavailable, ensuring approvals continue without manual intervention. Configure and test these settings to meet your SLAs and reduce approval delays.

Yes — QuoteCloud workflows work alongside the platform’s integrations and document generation features. For example, approved quotes or proposals can flow into accounting systems (such as QuickBooks Online) or trigger invoice generation and other post‑approval actions, helping automate the handoff from sales quoting software to finance and operations.