Quote approvals and versioning

Discounts are where margin quietly leaks. KudosCRM's approval gate stops an over-discounted quote from going out until a manager signs off, and its versioning keeps a read-only history of every revision — so a quote is both controlled and auditable.

This guide explains how the discount threshold triggers approval, how a manager approves or rejects, why editing a priced quote re-opens approval, and what the version history captures.

Who this is for

Reps who request approvals, managers who grant them, and admins who own the discount policy and deal-desk process.

Before you start

• A KudosCRM account — with manager permission if you'll be approving.
• A discount threshold set for your workspace (default 20%).
• A quote whose total discount crosses the threshold, to see the gate in action.

What counts toward the threshold
The gate looks at the total discount — per-line discounts plus the order-level discount — against your workspace threshold. Cross it and the quote can't be sent until it's approved. Editing an already-approved quote voids the prior approval automatically, so a bigger discount can never slip out on an old sign-off.

How approvals and versioning work, step by step

1. Build a quote that crosses the threshold
   As you add discounts, KudosCRM totals them. When the combined discount passes your threshold, the quote is flagged as needing approval and can't be sent yet.
2. Request approval
   Submit the quote for approval. It moves to a pending-approval state and notifies the approver, with the quote's totals and discount visible for the decision.
3. Manager approves or rejects
   The approver approves the quote (returning it to a sendable state) or rejects it with a reason that's recorded on the quote. Every action is timestamped against the actor.
4. Send the approved quote
   Once approved, send the quote by email or link as usual. The approval and who granted it stay on the record.
5. Edit re-opens approval
   If you edit a quote that was already approved — changing a price or discount — the prior approval is voided automatically, and the quote needs approval again before it can be sent.
6. Review the version history
   Every revision of a sent quote is snapshotted: version number, status, totals, line items, the edit reason, and who made it. Open the history to see exactly how the quote reached its final number; the accepted version is locked.

What you get

• A discount gate that protects margin without a side conversation in chat.
• A full audit of who requested, approved, or rejected each quote, and why.
• Automatic re-approval when a priced quote is edited, so sign-off can't be stale.
• A read-only revision history — the version the customer accepted is immutable.

Frequently asked questions

Who can approve a quote?

Approval is a manager-level permission. A rep requests approval on an over-discounted quote, and a user with approval rights approves or rejects it with a reason. You set who holds that permission in your workspace's roles.

Can I change the discount threshold?

Yes. The threshold is a workspace setting (20% by default). Set it to match your discount policy — lower if margins are tight, higher if reps have more latitude. The gate uses whatever you set as the line where approval becomes required.

Why did my approved quote suddenly need approval again?

Because you edited it after it was approved. To prevent a larger discount going out on an old sign-off, editing the price or discount on an approved quote voids the prior approval automatically — so the change is reviewed before the quote can be sent again.

What exactly does the version history capture?

Each revision of a sent quote is snapshotted with its version number, status, totals, line items, the reason for the edit, and the editor. It's a read-only audit — you can see how the quote evolved, and once a quote reaches a terminal status (like accepted), that version is locked.

Learn more

• Quotes & proposals (feature) — Approvals, versioning, and the full quote lifecycle on the feature page.