Approvals: quotes, discounts and spend that need a second pair of eyes
Set the discount, quote value and purchase order thresholds a role can sign off alone; anything above them waits for an approver.
Discounts nobody signed off
A salesperson wants the deal, so the discount creeps up. Nobody sees it until the margin report, and by then the quote has been accepted.
Set the discount percentage, discount value and total net value a role can quote without approval; over the line, the quote cannot be sent or downloaded until an approver has looked at it.
Purchase orders that commit money without a check
Anyone who can raise a PO can commit the company to spend.
Spend limit approvals work the same way for purchase orders: a limit on the value of any line item and a limit on the total PO value, attached to a role.
Orders for customers already over their credit limit
Accounts know a customer is over their limit. Sales do not, because the balance lives in the finance system and the order lives in email.
Give each customer a credit limit and Zigaflow works out the position from unpaid invoices, outstanding credit notes and uninvoiced orders, then warns on the CRM, quotes, jobs and delivery notes screens.
What you get
- Quotation limits by discount %, discount value and total net value, applied per user role
- Purchase order spend limits by line item value and total PO value
- Request Approval emails a chosen approver a link straight to the record
- Approve, or reject with reasons; the request is logged in the internal comments
- A quote or PO over its limit cannot be sent or downloaded until approved
- Customer credit limits that warn on the CRM, quotes, jobs and delivery notes screens
- Optionally block a job being created from a quote when the credit limit is exceeded
- Mark a status as final so only an admin can move a record out of it
How it works
- Create the limit rulesUnder Configure, open Quotations or Purchase Orders, then Internal Approvals Settings, and create a rule group.
- Attach the limits to a roleIn Team Settings, Manage Roles, create or edit a role and set its Quotations or Purchase Orders approval to the rule group.
- Request approval from the recordWhen a quote or PO breaches a limit, the user clicks Request Approval, picks someone with the right permissions and sends the email from Zigaflow.
- Approve or reject from the linkThe approver clicks the link and lands on the record, then approves it or rejects it with reasons.
- Add credit limits and final statusesSet a credit limit on each customer in the CRM and, under Internal Approvals, suppress order creation from a quotation when it is exceeded.
What are Zigaflow approvals?
Approvals are the checks that sit between a member of your team and a document leaving the business. They are built from three parts: internal approval limits on quotations and purchase orders, credit limits on customers, and final statuses on your workflows.
Quotation approvals are rule groups holding a maximum discount percentage, discount value and total net value. Purchase order spend limits hold a maximum line item value and a maximum total PO value. Each rule group is attached to a user role, so a role called Junior Sales might be allowed 5% discount and a net value of 10,000, while a manager's role has no limits at all. A quote or PO that breaches its role's limits cannot be sent or downloaded. Instead the user clicks Request Approval, selects an approver and sends an email from Zigaflow with a link to the record. The approver reviews it and either approves, at which point the document can go, or rejects with reasons, in which case it stays blocked until it is changed. The request and the outcome are logged in the internal comments.
Credit limits are set per customer in the CRM. Zigaflow calculates the remaining credit from unpaid invoices, credit notes and uninvoiced orders, including tax, warns wherever the customer appears, and can suppress creating a job from a quotation while the customer is over the limit.
Final statuses complete the picture. Mark a status as Is Final and only an admin can move a record out of it, so an accepted quote or completed order cannot drift back into an editable state. Together these controls mean you can widen who quotes and who buys without widening the risk. They work alongside roles and permissions, which decide who sees costs and prices in the first place.
Frequently asked
Works with Approvals
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