Skip to main content

Quote Approval Process

Internal approval workflow for vendor quotes before purchasing.

When Approval is Needed​

Use the approval process when:

  • Quotes exceed a certain dollar threshold
  • Multiple stakeholders need to review pricing
  • Budget authorization is required
  • Company policy requires approval before purchasing

Requesting Approval​

After receiving a vendor quote:

  1. Open a quote in Quoted status
  2. Click Request Approval
  3. Confirm the action

What happens:

  • Status changes to Awaiting Approval
  • Approvers are notified (if workflow automation is configured)
  • The quote is locked for editing until approved or declined

Approving a Quote​

Users with approval authority can approve quotes:

  1. Open a quote in Awaiting Approval status
  2. Review the quote details:
    • Vendor pricing
    • Comparison to estimate
    • Scope of work
    • Any attached documents
  3. Click Approve
  4. Confirm the action

What happens:

  • Status changes to Ready to Purchase
  • Approved Date is recorded
  • Approved By shows who approved

Declining During Approval​

If the quote is not acceptable:

  1. Open the quote in Awaiting Approval status
  2. Click Decline
  3. Enter a reason (required)
  4. Click Confirm

The quote moves to Declined status. Add notes explaining why so the team understands and can take next steps (requote from another vendor, etc.).

Approval Workflow​

Quoted → Request Approval → Awaiting Approval → Approve → Ready to Purchase
                                              ↘ Decline → Declined

Skipping Approval​

For quotes that don't require approval, you can:

  1. Receive the quote (status becomes Quoted)
  2. Click Approve directly
  3. This bypasses the Awaiting Approval status

The quote moves directly to Ready to Purchase.

Tracking Approvals​

The quote record shows:

  • Approved By - User who approved
  • Approved Date - When approval was granted

The Changes tab logs the approval action with timestamp.

Workflow Automation​

If your company has workflow automation configured:

  • Approval requests can trigger notifications
  • Specific users or roles can be assigned as approvers
  • Escalation rules can apply if approval is delayed

Contact your administrator about approval workflow configuration.

Best Practices​

Before Requesting Approval​

  • Ensure all vendor pricing is accurately recorded
  • Attach the vendor's quote document for reference
  • Add notes explaining any special terms or conditions
  • Compare to estimate to highlight variance

For Approvers​

  • Review the total and compare to estimated cost
  • Check the scope of work matches requirements
  • Verify the vendor is appropriate for this work
  • Consider lead times and project schedule
  • Document approval reasoning in notes if significant

Next Steps​