Team Collaboration Workflows

When multiple people create quotes, you need clear workflows. This guide covers how to structure your team in WellQuote for effective collaboration.

Understanding Roles

WellQuote has three roles with different permissions:

Sales

Best for: Individual contributors who create quotes

Can do:

• Create and edit their own quotes
• View and manage their customers
• Access the product catalog
• Submit quotes for approval

Cannot do:

• Approve quotes requiring approval
• Edit other users’ quotes
• Manage team members
• Change organization settings

Manager

Best for: Team leads, sales managers, branch managers

Can do:

• Everything Sales can do
• Approve quotes from their team
• View all team quotes (for their location/team)
• Create approval rules

Cannot do:

• Manage organization-wide settings
• Delete products or customers
• Change billing settings

Admin

Best for: Owners, operations managers, system administrators

Can do:

• Everything Manager can do
• Add/remove team members
• Manage all organization settings
• View all quotes across the organization
• Configure billing and integrations

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Common Team Structures

Small Team (2-5 people)

Typical setup:

• 1 Admin (owner/manager)
• 2-4 Sales users

Workflow:

• Sales creates quotes independently
• Admin spot-checks weekly
• Approval workflows for discounts >20%

Medium Team (5-15 people)

Typical setup:

• 1-2 Admins (owners/ops)
• 2-3 Managers (regional leads)
• 10+ Sales users

Workflow:

• Sales creates quotes in their region
• Managers approve discounts in their area
• Admins handle exceptions and organization-wide issues

Large/Multi-Branch Team (15+ people)

Typical setup:

• 2-3 Admins (head office)
• 5+ Managers (branch managers)
• Many Sales users per branch

Workflow:

• Each branch operates semi-independently
• Branch managers approve local quotes
• Admins set organization-wide policies

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Setting Up Approval Workflows

Why Use Approvals?

Approval workflows catch problems before they reach customers:

• Excessive discounts
• Below-margin pricing
• Unusual quote structures
• New customer validation

Recommended Rules

Start with these and adjust based on experience:

Rule	Trigger	Approver
High discount	Discount > 15%	Manager
Large deal	Quote > $50,000	Manager
Below margin	Margin < 20%	Manager or Admin
First-time customer	New customer	Manager

Setting Up a Rule

1. Go to Settings → Approval Workflows
2. Click Add Rule
3. Set the trigger (discount %, amount, etc.)
4. Choose the approver
5. Save

See Approval Workflows for detailed setup.

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Quote Handoffs

Sometimes quotes need to transfer between team members:

When a Rep is Out

If a sales rep is on vacation:

1. Manager takes over — Managers can view and edit team quotes
2. Reassign if needed — Admin can reassign quotes to another rep

Territory Changes

When a customer moves to a new rep:

1. Customer ownership transfers with the quote
2. Quote history stays intact
3. New rep can continue conversations

Escalations

When a deal needs senior involvement:

1. Sales rep creates quote as normal
2. Manager reviews and adjusts if needed
3. Either sends to customer, maintaining visibility for original rep

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Communication Best Practices

Internal Notes

Use quote notes for internal communication:

• “Customer prefers email over phone”
• “Competitor quoted $X — we’re matching”
• “Needs to close by end of month”

Notes are visible to your team but not to customers.

Notifications

WellQuote notifies the right people automatically:

Event	Who’s Notified
Quote needs approval	Assigned approver
Quote approved	Original creator
Customer views quote	Quote owner
Customer accepts	Quote owner + manager

Regular Reviews

Weekly: Managers should review:

• Pending quotes (any stuck?)
• Approval queue (any delayed?)
• Win/loss for the week

Monthly: Admins should review:

• Team win rates
• Average discount levels
• Approval workflow effectiveness

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Tips for Manager Success

Stay Visible, Not Bottleneck

Approvals should be fast:

• Check your queue at least twice daily
• Set up mobile notifications for urgent approvals
• Delegate backup approvers when traveling

Use Projects for Visibility

For major opportunities:

• Create a project for big deals
• Link all related quotes
• Monitor competitive position

Coach, Don’t Just Approve

When approving quotes:

• Add comments explaining adjustments
• Note patterns you’re seeing
• Share wins and learnings with the team

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Tips for Sales Success

Work the System, Not Around It

Approvals exist for good reasons:

• Submit quotes early if approval might delay
• Explain your reasoning in notes
• Ask your manager before quoting unusual deals

Keep Your Pipeline Updated

• Update quote statuses promptly
• Close won quotes to trigger celebrations
• Close lost quotes with notes for learning

Leverage Team Knowledge

• Check if colleagues have quoted this customer before
• Look at similar project history
• Ask about competitive intel

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Measuring Team Performance

Track these metrics across your team:

Metric	What It Shows
Quotes per rep	Activity level
Win rate per rep	Effectiveness
Average discount	Margin discipline
Time to quote	Responsiveness
Approval turnaround	Workflow efficiency

Review monthly. Celebrate improvements. Address issues early.

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Need help setting up your team workflows? Contact support@wellquote.com.