Admins configure approval rules under CRM > Approval Rules. Each rule names a trigger - a discount percentage, a grand total, or a margin percentage - and a threshold, and can apply to the whole quote or to any single line item that crosses it. Narrow a rule to one engagement type or leave it open to all, and name who decides: a specific admin user, or a group of approvers set up under Approver Groups. Rules take effect the next time someone sends a quote, and can't name the quote's own owner as approver - Send is rejected until an admin fixes that.
Rules can be ordered into steps, so a quote needing sign-off from more than one person doesn't put everyone in the loop at once. Rules on the same step are evaluated in parallel; once everyone at a step has decided, the next step opens. The approver queue and the quote itself show a "Step X of Y" indicator so everyone can see where a request stands.
Clicking Send checks every active rule. If nothing matches, the quote goes straight to the customer. If something matches, the quote moves to pending approval and shows a banner naming who it's waiting on, along with a button to cancel the request and pull the quote back to draft.
Approvers see a "Pending approvals" badge in the CRM sidebar whenever something is waiting on them, and a queue listing every quote assigned to them, past and present. Opening one shows the line items, totals, and the reason it was routed for approval, with three options: Approve, Reject, or Request Changes. Reject and Request Changes both require a comment and send the quote back to draft with that feedback attached, ready for the owner to fix and resubmit.
While a quote is in draft, every field is open to edit. Once it moves beyond draft, the descriptive fields - title, notes, PO number, and expiration date - plus the quote-level discount and tax, are fixed for that version. To change any of them, click Revise to open a new draft version; the earlier version stays on record.
Line item price, discount, and quantity work differently: on an approved quote that hasn't been sent yet, they can still be adjusted. Making a change re-checks it against your approval rules, and if it now crosses a threshold, the quote is sent back for another round of approval. Once the quote is sent to the customer, pricing locks completely - from that point, changing it always means creating a new version.
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