Quote approvals
In a shared workspace, Members submit quotes for review and an Admin or Owner approves them before they reach the client.
Approvals add a review step between writing a quote and sending it. They're built in: as soon as someone has the Member role, their quotes go through an Owner or Admin first. There's nothing to switch on.
How approval works
- A Member prepares the quote
Members build quotes as usual. On a draft, they see Submit for Approval where Owners and Admins see Mark as Sent.
- The quote waits for review
The quote becomes Pending approval, and the Member sees Awaiting Admin Approval on it.
- An Owner or Admin decides
They open the quote and choose Approve or Reject. Approving shows approved — ready to send.
- The approved quote goes out
An Approved quote shows Mark as Sent and Edit, so last-minute fixes are still possible before it reaches the client.
Who can do what
| Role | Submit | Approve or reject | Send without approval |
|---|---|---|---|
| Owner | — | Yes | Yes |
| Admin | — | Yes | Yes |
| Member | Yes | No | No |
If anyone other than an Owner or Admin tries to approve or reject, Pricely refuses with Permission denied: only admins and owners can approve quotes.
Rejecting a quote
Reject opens Reject Quote, which asks whether to return the quote to draft. Add an optional reason, such as a price to check or a missing line, then confirm. The quote goes back to Draft so the Member can fix it and submit again.
While a quote waits for review, it isn't visible to the client: its share link reads Available once the quote is approved, and it doesn't appear in the client portal.
Finding quotes to review
Quotes waiting for review carry a Pending status badge in the Quotes list, so Owners and Admins can spot them at a glance. See Quote statuses.
Audit trail
Submissions, approvals and rejections are recorded in the Activity log with who did it and when, and name the quote and client:
| Action | Activity log entry |
|---|---|
| Submit | QT-1056 for Marlow & Finch submitted for approval |
| Approve | QT-1056 for Marlow & Finch approved |
| Reject | QT-1056 for Marlow & Finch sent back: Check the hourly rate |
Troubleshooting
| You see | Why |
|---|---|
| Only draft quotes can be submitted for approval | The quote was already submitted, approved or sent. |
| Quote is not pending approval | Someone else approved or rejected it first. Reload the quote. |
| No Submit for Approval button | You're an Owner or Admin, so you can send directly. |