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Quote approvals let your team review commercial terms before you send a quote to a customer for signature. Start with Approval workflows to configure shared rules, approval steps, priority, notifications, and delegations. This page covers the options and approval process specific to quotes.

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Configure quote approvals

Follow the workflow setup steps and select one or more quote flows under Applicable flows:
  • Quote for new subscription
  • Quote for subscription update
  • Quote for one-off invoice
Alongside the shared conditions, quote workflows can use contract clauses, modified contract clauses, terms and conditions, and whether a quote has an attachment. Subscription quote flows can also use the subscription template, billing period, free trial, contract auto-renew, and subscription custom properties. Custom property conditions support text, email, number, boolean, select, and multi-select properties. Number properties support comparison operators. Other types, including email, support equals and not equals. Date properties are not available as conditions, and select or multi-select properties need at least one configured value. For payment method conditions, subscription quotes use the customer’s payment method. One-off quotes use the payment method selected on the linked invoice.

Example 💡

Require a legal review when a salesperson modifies a standard contract clause. You can select clauses from your quote templates and use the modified-clause condition to trigger approval.

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Manager of quote owner

Rather than naming approvers explicitly, a step can require approval from the manager of the quote owner. Hyperline resolves that manager every time approval is requested, from the manager set on the owner’s member profile. See Set a member’s manager. This keeps a single workflow valid across an entire sales team, so you don’t need one workflow per team. Hyperline routes every quote to its own owner’s manager. Hyperline notifies the resolved manager, who reviews the quote like any other approver. You can combine this option with individual approvers and roles on the same step.

Example 💡

One workflow requires approval when the discount exceeds 20%, with a single step set to Manager of quote owner. A quote owned by a rep in the EMEA team goes to the EMEA manager, while the same workflow routes a US rep’s quote to the US manager.
Good to know:
  • Changing a member’s manager while a quote is pending approval hands the step to the new manager, who is notified.
  • To change the owner of a quote pending approval, click Edit quote, change Owner in the editor footer next to Save, click Save, then click Finalize quote. Editing moves the quote back to draft and cancels the pending request. Finalizing starts a new request routed to the new owner’s manager. Changing the owner requires the Manage quote owner permission.
  • A quote owner can never approve their own quote through this option, since a member cannot be their own manager.
  • If the quote owner has no manager and the step also names members or roles, those approvers still decide the step.
  • If the step that cannot resolve is followed by a step with approvers, the quote opens on the first step somebody can decide.
  • A manager whose membership is archived or deactivated counts as no manager.
When the manager is a step’s only approver and the quote owner has no manager, nobody is left to decide that step. If no other step requires a decision, the quote is approved without review. This also applies to a quote already pending approval when its owner loses their manager, for example when the manager is cleared or their access is revoked. Add a fallback member or role to the same step whenever it must always be reviewed.
For team departures, see When an approver leaves.

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Approval process

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For quote creators

  1. Create your quote and click Finalize quote.
  2. Review the approval requirements. If approval is required, you can add an optional Comment for approvers to explain the context, then click Finalize. The quote moves to Pending approval.
  3. Open the quote to see which workflow was triggered and the active approval step.
  4. Wait for the review. You receive an email when the quote is approved or when an approver rejects it and requests changes.
  5. After approval, send the quote to your customer for signature.
If changes are requested, click Edit quote, address the feedback, then click Finalize quote to resubmit it for approval. You can also void the quote if you decide not to proceed.

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For approvers

  1. Open the quote from your approval notification, or use the Need your approval tab in the quotes list.
  2. Review the quote details, any comment from the creator, and the approval history.
  3. Click Approve, optionally add an Internal comment for the creator and other approvers, then click Approve to confirm your decision. To request changes instead, click Reject and enter a Reason for the creator.
After the final approval step, the quote is ready to send. If you reject it, Hyperline notifies the creator, who must edit or void it. You can also act directly from a Slack approval notification. Quote notifications include the quote PDF in a thread. See Notifications for setup.

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Internal comments

Use comments to explain a request or record the context behind an approval. Comments are optional and visible only internally, not to your customer.
  • The creator’s Comment for approvers appears in the quote’s approval section and history, and in approval request notifications sent by email or Slack.
  • An approver’s Internal comment is saved with their decision and appears in the quote history.

Example 💡

When submitting a quote with a 25% discount, add: “Discount negotiated in exchange for a two-year commitment.” The approver can then record: “Approved based on the agreed contract term.”

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Quote statuses

Filter the quotes list by Pending approval or Ready to send, or use the Need your approval tab to find quotes waiting for your review.

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Simple quote approval permission

When approval workflows are not enabled, Hyperline provides a dedicated quote approval permission. If a team member without this permission creates and validates a quote in Hyperline or a connected CRM, the quote moves to Pending approval. A team member with the approval permission must approve it before it can be sent for signature.
This simple approval flow does not automatically notify team members with the quote approval permission. You can set up notifications with an external workflow tool such as Zapier. For custom integrations, share the webhook documentation with your technical team; the relevant event is quote.approval_requested.

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Next steps