Request Approval Before Sending a Document
This guide shows you how to request approval before sending a document in QuoteCloud, ensuring the right people review and approve content before it’s shared.
Steps to request document approval
Verify the workflow is active
Ensure your approval workflow is fully configured and marked as Active . In this example, the workflow triggers when the document total exceeds $1000 and requires manager approval before sending.Open the document editor
Open the document you want to submit for approval and confirm that the document meets the workflow conditions.Submit the document for approval
Click the Send button in the document editor to trigger the approval workflow.Review the approval request popup
In the approval popup window, review the assigned approvers and confirm the approval request details.Customise the approval message
Modify the subject line and email content if required before sending the approval request to reviewers.Send the approval request
Click Send Request to submit the document into the approval workflow process.Review the updated document status
After submission, the browser will refresh automatically and the document status will update to In Review .
FAQs
What does "request approval before sending a document" mean in QuoteCloud?
Request approval before sending a document is a workflow option in QuoteCloud that prevents a document from being distributed externally until one or more designated approvers review and explicitly approve it. The approval step must be completed before the system allows the document to be sent to customers or other external recipients.
Why should I use approval-before-send in my workflows?
Approval-before-send enforces a second set of eyes on sensitive documents, helping prevent pricing mistakes, legal issues, or policy violations. For teams using sales quoting software or sales proposal software, this reduces errors, preserves margins, and helps meet internal governance or regulatory requirements.
Implementing approvals also improves consistency across quotes and proposals and gives stakeholders confidence that documents were verified before delivery.
Who can be an approver in QuoteCloud?
Approvers are users who have been granted approval-related roles or permissions in your QuoteCloud account, such as managers, legal, finance, or designated review staff. Exact approver assignments depend on how your QuoteCloud administrator configures roles and workflow steps.
How does the approval process typically work (step-by-step)?
When a document reaches a workflow step that requires approval, QuoteCloud notifies the assigned approver(s). Approvers open the approval interface to review the document, attachments, and any supporting notes, then choose to approve or decline. The document remains blocked from sending until an approval action is recorded and the decision is logged in the workflow and audit trail.
After approval, the workflow advances and the document becomes available to send to external recipients.
How are approvers notified and how do they act on requests?
QuoteCloud notifies the assigned approver(s) when a document requires review. Depending on your account settings, notifications can appear in-app and/or be sent by email. Approvers use the approval interface to inspect the document and any attachments, read reviewer notes, and then approve or decline the request.
What happens if an approver declines a document?
If an approver declines a document, the decision is recorded in the workflow and audit trail and the document remains blocked from external distribution. Typically the document is returned to the author or originating team for edits or clarification, and it can be resubmitted for approval once changes are made.
Can approvers review attachments and templates as part of the approval?
Yes. Approvers can review the full document content, included attachments, and template-generated sections as part of the approval step. This ensures that supporting files and any elements produced by QuoteCloud's document generation tools are validated before the quote or proposal is sent.
What are best practices for configuring approval workflows in QuoteCloud?
Best practices include assigning approver roles to the smallest effective group (managers, legal, finance), using role-based permissions, and documenting clear criteria for approvals. Define SLAs for review times, keep an audit trail of all approval decisions, and train teams on how approvals fit into your sales quoting software or proposal software processes to avoid delays.