Request Approval Before Sending a Document

Request approval before sending a document is a workflow option in QuoteCloud that blocks a document from being distributed externally until one or more designated approvers review and explicitly approve it. The approval step must be completed before the system allows the document to be sent to customers or external recipients.

Approval-before-send enforces a second set of eyes on sensitive documents—helping prevent pricing mistakes, legal issues, or policy violations. For teams using sales quoting software or sales proposal software, it reduces errors, preserves margins, and helps meet internal governance or regulatory requirements.

Implementing approvals improves consistency across quotes and proposals and gives stakeholders confidence that documents were verified before delivery.

Approvers are users who have been granted approval-related roles or permissions in your QuoteCloud account, such as managers, legal, finance, or designated review staff. The exact approver assignments depend on how your QuoteCloud administrator configures roles and workflow steps.

When a document reaches a workflow step that requires approval, QuoteCloud notifies the assigned approver(s). Approvers open the approval interface to review the document, attachments, and any supporting notes, then choose to approve or decline. The document remains blocked from sending until an approval action is recorded and the decision is logged in the workflow and audit trail.

After approval, the workflow advances and the document becomes available to send; if declined, it is returned to the drafter or routed according to your workflow rules.

Approvers are usually notified via in‑platform QuoteCloud notifications and/or email. Notifications include a link or direct access to the approval interface where approvers can view document details, supporting attachments, and then approve or decline the request.

All notification events and approval decisions are recorded in the workflow history for traceability.

Yes. QuoteCloud supports requiring one or more approvers for a workflow step. You can configure parallel approvers (any one of several can approve) or sequential approvals (document moves through an ordered list of approvers) depending on how your workflows and roles are set up by your administrator.

If an approver declines the request or asks for changes, the document stays blocked from sending and the decision is logged. Typically the document is returned to the creator or a designated rework step where edits can be made and the document re-submitted for approval.

This loop ensures that all corrections or compliance items are addressed before the document is shared externally.

Approval-before-send integrates with QuoteCloud's document generation and workflow tools so approvals occur on final, branded quotes and proposals. That means your proposal software and quote software workflows can include approval gates before a document is sent to a customer.

Approvals also coexist with integrations (for example, accounting integrations like QuickBooks Online): once a document is approved and sent, related downstream actions—such as syncing a finalized quote to accounting—can proceed according to your configured automations.