In WorkBook an automated price quote approval process can be configured to send notifications to selected users for their approval.
Whether your company has a price quote approval workflow in place or not, the steps below will either approve the price quote or trigger the approval process.
Refer to Price Quotes > System Controls to see how your system settings can impact how price quote data in different statuses is displayed throughout WorkBook.
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INTERNAL APPROVAL
When you are ready to submit your price quote for approval, you can choose either options below to submit the price quote for approval:
Option 1: go to the price quote header and click on the button ‘approve price quote'
Option 2: go to the price quote status (on the left-hand upper corner of the price quote) and change it to “for approval”
This will lock the price quote for further editing. To make further changes to the price quote, the status must be changed back to “under preparation”
With either of the options mentioned above,
If there is a price quote approval process defined and you are not the approver (or it is required more than 1 approver), WorkBook will always put the price quote status into ‘For approval’
If there is no approval process defined, WorkBook will put the status straight to ‘Approved internally’.
The “for approval” status will send a notification to the relevant person/s WorkBook inbox to alert them that a price quote is awaiting their approval
Once the price quote has been approved, a notification will be sent to the project manager’s WorkBook inbox and the status will automatically change to “approved internally” meaning it can be sent to the client for approval
See instructions for exporting the client facing price quote PDF file here: Price Quotes > Customise and Print a Price Quote
EXTERNAL APPROVAL
CLIENT APPROVES PRICE QUOTE
Once the client has approved the price quote, change the status to “approved externally”
CLIENT DOES NOT APPROVE THE PRICE QUOTE
If the client does not approve the price quote, change the price quote status to “canceled”
If the job does not progress any further, also change the job status to “ready for closing”
