Approval Workflows

Approval workflows help you maintain pricing discipline. Set rules, and quotes that exceed thresholds require manager approval before they can be sent.

Why Use Approval Workflows?

Common scenarios:

• High discounts - Quotes with >15% discount need review
• Large deals - Quotes over $50,000 require approval
• New customers - First-time customer quotes need verification
• Below-margin quotes - Catch pricing errors before they go out

Setting Up Rules

1. Go to Settings → Approval Workflows
2. Click Add Rule
3. Configure the rule:
   • Name: “High Discount Approval”
   • Trigger: Discount exceeds 15%
   • Approver: Select a manager
4. Click Save

Available Triggers

Trigger Type	Options
Discount	Percentage threshold (e.g., greater than 15%)
Quote Value	Amount threshold (e.g., over $50,000)
Margin	Below target margin (e.g., under 20%)
Customer Type	New customer, specific segments

Multiple Rules

You can create multiple rules. If a quote matches any rule, it requires approval. Rules are evaluated in order, and the first matching approver is assigned.

The Approval Process

For Sales Reps

1. Create a quote as normal
2. When you try to send, WellQuote checks the rules
3. If approval is needed, the quote status changes to Pending Approval
4. You’ll see a message: “This quote requires approval before sending”
5. The approver is notified automatically

For Approvers

1. You receive a notification (email + in-app)
2. Open the quote from Approvals in the sidebar
3. Review the quote details and reason for approval
4. Choose an action:
   • Approve - Quote can be sent
   • Approve with Conditions - Approve but add notes for the rep
   • Request Changes - Send back for revision
   • Reject - Quote cannot be sent

Approval Queue

Managers see a dedicated approval queue:

• All quotes pending their approval
• Sorted by urgency (due date)
• Quick actions without opening each quote
• History of past approvals

Notifications

Everyone stays informed:

Event	Who’s Notified
Quote needs approval	Assigned approver
Quote approved	Original creator
Changes requested	Original creator
Quote rejected	Original creator

Approval History

Every quote maintains an approval log:

• Who approved/rejected and when
• Any conditions or comments
• Changes made after approval requests

This creates an audit trail for compliance and review.

Tips for Effective Workflows

• Start simple - One or two rules to begin
• Set reasonable thresholds - Too strict = bottleneck
• Assign backup approvers - For when managers are unavailable
• Review quarterly - Adjust thresholds based on patterns
• Communicate the “why” - Team understands the purpose

Role Requirements

To configure approval workflows, you need Admin or Manager role.

To be an approver, you need Manager or Admin role.

Regular sales reps can only create quotes and submit them for approval.