Approval workflows
Approval workflows let you define custom rules to automatically require approval for quotes that meet specific criteria. You can configure multi-step approval processes with individual or role-based approvers, ensuring the right people review quotes before they’re sent to customers.This feature is available on demand. Contact our support if you are interested.
Configure approval workflows
To set up approval workflows:- Go to Settings > Approvals
- Click Create workflow to add a new approval workflow
- Configure the workflow rules and approval steps
- Save the workflow
Rules
Rules determine when a quote requires approval. You can combine multiple conditions using AND/OR logic:- Total amount: Trigger approval when the quote total exceeds a specific amount
- Discount amount or percentage: Require approval for quotes with discounts above a threshold
- Products: Trigger approval when specific products are included in the quote
- Coupons: Require approval when certain coupons are applied
- Trial period: Trigger approval based on trial period duration
- Creator role: Require approval based on the role of the user creating the quote
Example 💡
You can create a workflow that requires approval when:
- The total amount exceeds $50,000 OR
- The discount percentage is greater than 20% OR
- A specific premium product is included
Approval steps
Each workflow can include one or multiple approval steps. Steps are processed sequentially—a quote must complete all steps before it’s fully approved. For each step, you can configure:- Step name: A descriptive name for the approval step (e.g., “Sales Manager Review”, “Finance Approval”)
- Approvers: Select individual team members or roles who can approve at this step
- Approval requirement: Choose whether all approvers must approve or if any approver can complete the step
- All approvers: Every selected approver must approve before moving to the next step
- Any approver: Only one approval from the selected approvers is needed
Example 💡
A three-step approval workflow for large deals:
- Sales Manager Review (any sales manager can approve)
- Finance Approval (any finance team member can approve)
- Executive Sign-off (the CFO or CEO must approve)
Notifications
When a quote requires approval, Hyperline automatically notifies the relevant approvers:- Email notifications: Approvers receive an email when their approval is needed
- Slack notifications (optional): You can connect a Slack channel to each approval workflow. When approval is needed at any step, a notification is sent to the configured channel with details about the quote, requester, workflow step, and approvers
Workflow priority
If you have multiple approval workflows, you can set their priority order. When a quote matches multiple workflows, only the workflow with the highest priority (lowest number) is applied. To adjust priority, drag and drop workflows in the Settings > Approvals page.Approval process
For quote creators
When you create a quote that matches an approval workflow:- After validating the quote, it automatically moves to Pending approval status
- You’ll see which approval workflow was triggered and which step is currently active
- You receive email notifications when:
- Your quote is approved and ready to send
- Your quote is rejected with a reason from the approver
- An approver requests changes (quote moves to Change requested status)
- Edit the quote to address the approver’s feedback, then resubmit for approval
- Void the quote if you decide not to proceed
For approvers
When a quote requires your approval:- You receive an email notification (and a Slack notification if configured)
- Access the quote from the email link or find it using the Need your approval filter in the quotes list
- Review the quote details
- Click Approve or Reject:
- Approve: The quote moves to the next approval step (or becomes approved if it’s the final step)
- Reject: You can provide a reason or comment. The quote moves to Change requested status, and the creator is notified
Quote statuses
Quotes in the approval process can have the following statuses:- Pending approval: The quote is waiting for approval at one or more steps
- Change requested: An approver rejected the quote and requested changes. The quote creator must edit the quote or void it
- Approved: All approval steps are complete. The quote can now be sent to the customer for signature
Simple quote approval permission
When the approval workflows feature (described above) is not enabled, Hyperline provides a dedicated quote approval permission. When a user without this permission creates and validates a quote (from the UI or a CRM), the quote moves into a Pending approval state and requires another user with the approval permission to approve it before it can be sent for signature. In this flow, Hyperline does not offer automatically notifications to users with the quote approval permission when a quote requires approval. However, you can set up dedicated notifications (email, Slack message, etc.) using external workflow tools like Zapier or custom code. Hyperline provides a dedicated webhook event —quote.approval_requested — triggered whenever a quote is saved and requires approval.