Approving a quotation before it is sent
Quotation approval rules decide which quotations somebody must check before they go to the customer, and who. A covered quotation is submitted, approved, then sent.
Some quotations should not leave the building until somebody has looked at them: a large one, one with a deep discount, one for a particular customer. CRM → Selling → Quotation Approval Rules says which, and who checks them. A quotation no rule covers is sent exactly as before.
Setting up a rule
- Open CRM → Selling → Quotation Approval Rules and press New.
- Give it a code and a name, and an Order: every rule that matches a quotation applies, and lower numbers collect their signatures first.
- Say which quotations it covers. Applies from amount is the quotation’s total in the company’s own currency (0 means every quotation). Applies from a discount of (%) is the largest discount on any line; leave it empty when discounts do not matter to this rule. Only for customer and Organizational unit narrow it further.
- Choose Who approves: Anyone holding a role; The raiser’s reporting line (HRMS), with how many Levels up the reporting line (1 is the raiser’s manager, up to 5); or A named person.
- Set Due within (hours) if the approval should be done by a time, tick Active, and save.
| Rule | What it does |
|---|---|
| From amount 500,000 | Every quotation worth 500,000 or more in the company’s currency needs approval. |
| From a discount of 15% | Any quotation with a line discounted 15% or more needs approval, whatever its value. |
| Only for one customer | Every quotation for that customer needs approval. |
When several rules match one quotation, each becomes a level of its own, collected in their Order.
A named person with no sign-in yet is still the approver: the quotation waits for them. Link a user on their employee record (Signs in as) and it appears in their My approvals.
Submitting, approving and sending
- On a quotation a rule covers, press Submit for approval.
- The approvers see it in My approvals, and on CRM → Selling → Quotation Approvals, each at their turn. They Approve, or Reject with a reason — the person who raised it needs to know what to change.
- Once every level has approved, press Send to give it to the customer, and later Accept → order as usual.
- Until every approver has signed, a covered quotation cannot be sent, and cannot be turned into an order.
- Quotation Approvals lists each signature: the quotation, customer, amount, largest discount, level, approver and their HRMS position, why they were asked, the rule, who raised it, when it is due and its status.
- A quotation no rule covers has no approval step: Submit for approval answers that no rule covers it, and Send works straight away.
Quotation Approval Rules and Quotation Approvals are granted per role like any other screen. Deciding an approval needs no CRM access beyond it: it is done from My approvals.