How to Set Up a Quote Approval Process in Salesforce

How to build a quote approval process

This uses the standard approval process on the Quote object. If you use Salesforce CPQ, discount approvals are handled by Advanced Approvals instead.

1. 1

   Decide the rule

   Write it down in plain words. Example: a quote with a discount of 20 percent or more needs a sales manager. Over 40 percent also needs the VP of Sales.

2. 2

   Create the approval process

   In Setup, search for Approval Processes. Choose Quote as the object and start the wizard. Name the process.

3. 3

   Set the entry criteria

   Choose the criteria that decide which quotes enter the process, such as Quote: Discount greater than 20. A formula also works.

4. 4

   Add approval steps

   Add one step per level. Choose the approver, such as the user's manager, a queue or named users. Use step criteria so the second step only applies to the biggest discounts.

5. 5

   Add the actions

   On initial submission, set the quote Status to In Review. On final approval, set Status to Approved. On final rejection, set Status to Rejected. These are standard Status values, so use the ones in your own org if you changed the list. Use field updates for these.

6. 6

   Show the Submit for Approval button

   Add the Submit for Approval action to the Quote page layout, or use the Approval History related list. Reps click it after pricing is final.

7. 7

   Activate and test

   Activate the process. Create a test quote over the threshold and submit it. Check that the approver gets the request and the status changes as expected.

AND(
  Discount > 0.20,
  NOT(ISPICKVAL(Status, "Approved"))
)

Sources: Salesforce Help: Add an Approval Step to a Classic Approval Process; Salesforce Help: Use Advanced Approvals in a Quote

The Challenge

Discounted quotes get stuck in someone's inbox for days because approval rules in Salesforce are clicked together one criterion at a time. Sales managers and finance leaders end up chasing approvals over Slack instead of the system tracking it, and revenue slips into the next quarter as a result.

Or let Clientell AI do it

Clientell AI generates Salesforce Approval Processes for Quote records based on the rules you describe: discount tiers, deal size, payment terms, or any custom field. Approvers, escalation paths, and reminder logic are all configured automatically and linked back to the Quote and parent Opportunity.

How It Works

1. 1

   Describe the approval logic

   Tell Clientell AI which Quote conditions trigger approval (discount %, total value, term length) and who should approve at each tier.

2. 2

   AI generates the Approval Process

   Clientell AI builds the Salesforce Approval Process with the right entry criteria, step actions, and escalation rules.

3. 3

   Add notifications and reminders

   Clientell AI adds email and Chatter notifications for pending approvals, plus optional reminders if an approval has been sitting for more than X hours.

4. 4

   Deploy with audit logging

   Clientell AI deploys the process with full audit logging so finance can see every approval, rejection, and escalation.

Frequently Asked Questions

Can the approval flow include parallel approvers?

Yes. Clientell AI can build steps where multiple approvers must approve simultaneously (e.g., both Sales VP and CFO), with configurable any-vs-all logic.

What happens if the approval times out?

Clientell AI can build a Time-Based Workflow or Scheduled Flow that escalates an unanswered approval to a backup approver after a specified interval.

Can the approval be tied to discount thresholds dynamically?

Yes. Clientell AI builds dynamic threshold logic so different discount percentages trigger different approval chains, and the thresholds can be updated in plain English without rebuilding the process.

How do I automate CPQ discount approvals?

Salesforce CPQ uses Advanced Approvals. You set rules on discount levels, and a quote that breaks a rule is sent to the right approvers when the rep submits it. The Salesforce Help article Use Advanced Approvals in a Quote walks through it.

Can a quote approval go to more than one approver?

Yes. Add one step per level, or choose several approvers in one step. You decide whether one or all of them must approve.

What happens to the quote while it waits for approval?

By default, Salesforce locks a record once it is submitted. Only approvers and admins can edit it until the process finishes.

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