In WorkBook an automated price quote approval process can be configured to send notifications to selected users for their approval.
If your company has a price quote approval workflow in place, follow the steps below to trigger the approval process.
Refer to Variables > Price Quotes 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, go to the price quote status 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”
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: Step-by-Step > 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 PRICE QUOTE
If the client does not approve the price quote, change the price quote status to “cancelled”
If the job does not progress any further, also change the job status to “ready for closing”
If any time, expenses or purchases have been logged to the job, you will be required to write-off costs prior to the job being closed.