Approve or Reject a Document
This guide shows you how to approve or reject a document in QuoteCloud, helping you manage workflow decisions and keep the approval process on track.
Steps to approve or reject a document
Open Workflow Review
From your dashboard, click Workflow Review to view the list of documents awaiting approval or review.Open the document for review
Click the View button next to the document you want to review.Review the workflow checklist
When the document opens, the Document Workflow side panel will appear automatically. Review the checklist items and add comments or notes where required.Reject the document (optional)
Click Decline if the document should be rejected. This will mark the document as rejected and trigger the workflow path for rejected documents.Confirm the rejection
After clicking Decline , click Confirm to finalise the rejection. You can also include a message explaining the reason for rejection.Approve the document (optional)
Click Approve if the document meets approval requirements. This will mark the document as approved and continue the workflow path for approved documents.Confirm the approval
After clicking Approve , click Confirm to finalise the approval. You may also add comments or feedback for the document creator.Review the updated document status
Once confirmed, the browser will refresh automatically and the document status will update to either Approved or Rejected , depending on your selection.
FAQs
What does it mean to approve or reject a document in QuoteCloud?
Approving a document in QuoteCloud signals that it meets the required criteria and allows it to advance to the next step in the workflow. Rejecting a document indicates it does not meet requirements and returns it for revision or halts the process.
Both actions update the document’s workflow status and are recorded in the document history to support auditability and compliance—useful when your team is working with sales quoting software or proposal software.
Who can approve or reject a document?
Only users who are designated as approvers in the document’s workflow or who have the required permissions within QuoteCloud can approve or reject documents.
The specific approvers and permission rules are defined in each document’s workflow configuration, so administrators can control who makes final decisions on quotes and proposals generated by your quote software or sales proposal software.
How does an approver receive and find approval requests?
Approvers are notified of pending requests through QuoteCloud’s notification mechanisms, such as in‑app alerts and email notifications.
Approvers can also locate all pending approvals in the application’s workflow or approvals area, where they can filter and review documents awaiting their decision.
What information should an approver review before taking action?
An approver should review the full document content, any attached files or supporting materials, and the document’s change history and comments.
Approvers should also verify compliance with business rules and workflow requirements, check pricing and line‑item details if using sales quoting software, and confirm any contractual terms included by your proposal software before approving or rejecting.
Can an approver add comments when approving or rejecting a document?
Yes. Approvers can add comments or notes when they approve or reject a document.
Those comments are saved as part of the document’s audit trail and provide context or guidance for the document owner, reviewers, and future audits.
What happens to a document after it is approved or rejected?
After approval, the document advances to the next workflow step—this may trigger automated actions such as finalization, e‑signing, or handing the document off to billing or operations.
After rejection, the document is typically returned to the author or a previous workflow stage for revision; the updated status and any approver comments are recorded in the document history to keep the process transparent.
Where are approval decisions recorded and how does that help compliance?
Approval decisions, along with timestamps, approver identity, and any comments, are recorded in the document history (audit trail) within QuoteCloud.
This audit trail supports regulatory and internal compliance by providing a clear, tamper‑evident record of who approved or rejected a quote or proposal and why—valuable for teams using quote software or proposal software in regulated industries.
How does QuoteCloud approval functionality fit into sales quoting and sales proposal workflows?
QuoteCloud approval controls ensure that quotes and proposals meet your company’s pricing, branding, and contract rules before they are sent to customers, reducing errors and protecting margins.
Integrated into your sales quoting software and sales proposal software workflow, approvals provide governance and traceability—helping teams move faster while maintaining accuracy and compliance across the entire sales document lifecycle.