Skip to main content

Set up quotation approvals

Require approval before team members can send quotations that exceed certain value and discounts

Ensure that certain users can't produce or send out quotations that exceed certain thresholds without approval from an admin user.

These are based on:

  • Discount %

  • Discount value

  • Total net value

Users can email an admin user from within the quote to request for approval.

Set up

Create the Limits

Configure -> Quotations -> Internal Approvals Settings

Create a rule group and add the limits:

Internal Approval Settings with a Junior Sales- Approval group listing Discount %, Net and Total Discount Value thresholds

Apply the Limits to a User Role

  • Cog -> Team Settings -> Manage Roles

  • Create or select a role (system roles of User and Admin can't be edited)

  • Set the Quotations approval to the limits

Users that are to be restricted should be set to use the role with these limits, in this example, the role is called 'Junior Sales'

Edit User Role screen with Role Name field and Quotations Approval Setting set to Junior Sales- Approval, both circled

Follow these steps to set up the approvals.

User form with the Role dropdown circled and set to Junior Sales, between Cell Phone Number and Landing Page fields

Working with Approvals

Quotation Q1130-1 warning that the £2,000 total net exceeds the £1,000 maximum, with the Request Approval button highlighted

On clicking the 'Request Approval' button, the user can select someone with the appropriate permissions to approve this and email them directly from the system. The email has a link to the quotation, which the manager can click on to check and approve the quotation quickly.

Request Approval email form for a quotation with To, From, Title and message fields, a limits warning, and Send Request button

The request is logged in the Internal comments:

Internal comments log with Timestamp, Email and Message columns showing an entry that an approval request was sent

The request email can be configured by the sender, with the default version here:

Default approval request email for Quotation Q1130-1 sent via Zigaflow, asking the recipient to review and approve a linked quote

The approver will click on the link and be taken straight to the quotation:

Quotation Q1130-1 warning that the £2,000 total net exceeds the £1,000 limit, with Approve and Reject buttons

The originator can then be notified when it has been approved, or the approver can give the rejection reasons:

Send Notification dialog for a rejected quotation, with a prefilled rejection message, warning banner and Send Request button

If rejected, the quotation stays in that state, so it cannot be sent or downloaded until changed to fall within the permitted limits.

If approved, the originator can now send or download the quotation.

Learn more: approvals in Zigaflow

Related Articles
Did this answer your question?