Configuring quote approval process
Learn how the quote approval workflow operates, from a buyer submitting a quote request to a merchant approving, adjusting, or declining it, and finally creating a draft order. This simple, step-by-step guide walks you through each role and key action in the process.
Video Tutorial
Watch the quote approval process overview, then use the steps below to follow each stage of the workflow.
Step-by-Step Configuration Guide
Open the Quote Approval page
Go to the Quote Approval page from the main navigation.
Or open it from the home page
On the app’s home page, select the Quote approval card in the Quotes section.
Explore the two main tabs
The Quote Approval page has two main tabs: Manage and Automation.
Manage automatic sending and buyer actions
Automation lets you control if quotes send automatically, view proposal settings, and manage buyer actions. You can also handle abandoned quote requests here.
Follow the quote life cycle in Manage
Switch to the Manage tab to follow the quote life cycle. Stages include: Quote Request, Quote Proposal, Quote Confirmed, and Quote Rejected.
Buyer: Submitting a Quote Request
Shop for products and enter your details
As a buyer, shop for products (like a T-shirt) and enter your details to request a quote.
Submit the quote request
Submit your quote request to the merchant.
Receive a confirmation message
A confirmation message appears stating that your quote request is submitted.
Receive a confirmation email
If you switch on the Quote confirmation email (it is off by default), buyers also get a confirmation email for the submitted quote.
Merchant: Reviewing and Responding
Refresh the Quote Approval page
As a merchant, refresh the Quote Approval page to view new quote requests.
Check the request status
Check the request status—here, it's marked as "priced but not sent."
Respond or decline
Merchants can Respond or Decline. You can also View Quote, Download PDF, or Print.
View the quote
Click View Quote to review details.
Review the quote details
Review buyer details, quote items, expiration date, payment method, PO number, discount, shipping options, and internal notes.
Edit and save the quote
Edit the quote as needed (such as changing the price), then click Save.
Send the proposal back
After saving changes, click Send quote to email the proposal to the buyer straight away. From the quote list you can instead click Respond on the request.
Re-send if needed
When you use Respond from the quote list, confirm with Send proposal. Once a proposal is sent, the button on the quote page changes to Re-send quote.
Track the proposal status
The status updates to Quote Proposal—now waiting for the buyer's response.
Buyer: Approving the Quote
Receive the proposal email
The buyer receives an email stating the quote has been prepared and displays the updated price.
Choose an action
The buyer can Reject or Approve the quote, or Download PDF.
Accept the quote
To accept the quote, click Approve, then choose Accept Quote. Optionally, the buyer can request changes.
See the quote confirmed
Once accepted by the buyer, the merchant sees the quote status update to Quote Confirmed upon refreshing the approval page.
Convert to a draft order
The merchant can now convert the confirmed quote into a draft order by clicking Convert to draft order.
Draft order created
A draft order is created in the system, completing the quote approval process.