Quote approval rules and margin floor
Make big or low-margin quotes wait for a manager’s OK before they can be sent, and flag lines priced under your margin floor.
Where it is
- Sales → Quotes — The Awaiting Approval tab
- Approvals — Quotes waiting for you to approve, with everything else
Settings for this
- Settings → Quotes & invoices — Pricing Guardrails and Quote Approval
- Settings → Approvals — Quote approval, with every other approval
- Settings → Roles — Who has Approve quotes
Who this is for: owners and managers who want a check before big quotes go out.
Set it up
Open Settings → Quotes & invoices.
- Pricing Guardrails › Minimum Gross Profit (%). Quote and invoice lines under this margin are flagged. Lines under cost are always flagged, even if you leave it blank.
- Quote Approval › Require approval before matching quotes can be sent. Off by default. Then set either or both:
- Quote total at or above $ (inc GST);
- Also when any line breaches the pricing floor.
- Press Save.
How it works
- A quote that matches a rule shows Submit for Approval instead of Send to Customer. It can't be sent until it's approved.
- Pressing it moves the quote to Awaiting Approval (the tab on the Quotes list).
- Every approver gets a notification, and the quote waits in their Approvals list (see Approvals). They press Approve or Reject there, or open the quote and press it there. Approvers are owners and admins, plus anyone whose role has Approve quotes (Settings → Roles). Whoever submitted a quote can't approve it themselves.
- Once approved, Send to Customer is back.
- With approval switched on, any draft quote also offers ⋯ › Submit for Approval if you want a second opinion.