Product approvals: new items from staff and AI quotes
Products added by staff who aren't owners or admins, and AI-sourced lines on accepted quotes, wait under Products → Approvals until someone approves them into the catalogue.
Where it is
Settings for this
- Settings → Team → Roles — View product approvals shows the tab; Approve or reject new products shows Approve and Reject
What lands here
- Staff submissions: when anyone other than an owner or admin clicks + New Item, the button reads Submit for approval and the product waits here. See Create a product.
- AI-sourced lines (marked ✨ AI-sourced): when a quote is accepted (by the customer, or by converting it to an order or job), any AI-found line that isn't in your catalogue is queued here, one per line.
The Approvals tab on the Products menu shows a badge with how many are pending. Everyone who can approve them also gets a notification, and the item waits in their Approvals list with everything else they approve (see Approvals); Review there opens this page.
Review one
- Open Approvals. It opens on Pending. Approved, Rejected and All show the history.
- Each card shows the name, type, SKU, category, brand, cost, sell, fitments, description and who submitted it. AI items link to the quote and the source page, and may say Approving will create supplier "X"….
- Click Approve to create the product. It joins your range, and AI items are attached to the quote, order and job lines they came from, with the proposed supplier linked.
- Or click Reject, write a Rejection reason (required) and Confirm Rejection.
The person who submitted an item can Recall it while it's pending.
Who can do it
- View product approvals shows the tab.
- Approve or reject new products shows Approve and Reject.
- Owners and admins have both, and their own new products skip the queue.
Set these in Settings → Team → Roles.
If something's not right
- No Approve button: your role doesn't have Approve or reject new products.
- "Submission already approved": someone else got to it first. Refresh.