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      Hubspot Quote Approval Process for Sales

      This article explains the the quote approval process for the sales team.

      Goal of the quote approval process

      • Ensure quality and consistency when recommending certain products
      • Ensure opportunities for up- and cross-selling are met
      • Discount policy refresher
      • Better together: approval process for consistency & quality

      Wingtra's discount policy presentation

       

      Discount policy

      ALL quotes that are created go into the approval process and the window "approval pending" appears at the end upon creation. Only then the quote runs through a workflow that checks if the quote actually needs to be approved. If it does not fulfill the criteria defined by us, it will immediately auto-approve. No tasks will be created in that case. Meaning as you close the "approval pending" window, you should be able to share it after like 5s, maybe you have to shortly reload.

      To do Quote Creator:

      1. Create a deal, select the line items.
      2. If you want to offer non-standard discounts, add a note to the deal explaining the special discount.
      3. Create a quote and wait for approval.
      4. Once the quote has been approved by the approver you will receive a task.

      To do Approver:

      You can request changes or approve quotes directly from the quote.

      • In your HubSpot account, navigate to Sales > Quotes.
      • Any quote that is still pending approval will be listed with a status of Pending approval. Hover over the quote and click the Actions dropdown menu, then select Copy approval link.
      • In a separate browser tab, paste the approval link URL into the search bar.
      • If there are no edits required, click Approve and publish in the top right.
      • To request changes on the quote, click Request changes.

      Whenever there is action required both the creator as well as the approver will receive a task and notifications.

      Hubspot set up

       
      ALL quotes will be enrolled in the approval workflow (that's a HS setting).
      workflow #1 will label those that actually need approval and will assign the quote approver according to the defined rules.
      In case an approval is required Workflow #2 will trigger a task to the quote approver. The quotes that will not need approval will be published automatically and can be sent to clients.
      Workflow #3 triggers tasks for the quote owner that changes are requested.
      Workflow #4 triggers tasks that a quote as been approved or does not need approval (see workflow #2) and is published. Then it can be sent to customers.