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Approval Workflows

The important steps deserve a sign-off.

Discounts, refunds and changes over your limits go to the right person for sign-off, with a substitute when they’re out and a permanent record of every decision.

Store employee reviewing a request on a tablet

Why it matters

Unapproved discounts quietly cost money.

A generous discount here, a refund there, a price change no one remembers agreeing to. Owners find out at month end, with no record of who said yes.

Approval workflows send anything over your limits to the right person and keep every decision on file.

How approval workflows work

A clearer way to work.

  1. 1Submit requestStaff request a discount, refund or change with a reason.
  2. 2Apply policy ruleLimits decide who needs to approve it.
  3. 3Notify approverThe approver, or their substitute, gets the request.
  4. 4DecideApprove or reject with a comment.
  5. 5Record decisionThe decision is stored and can’t be edited later.

Interface and key controls

See the details that keep work moving.

Select a request, approve or reject it, and turn on “manager out” to see it go to a substitute.

Request20% discount · $3,400.00 jobMatch a competitor quote for a hardwood install.
Policy Rule: Discounts over 15% need a managerApprover: Kim Albright (substitute for Dennis Ward)
Decision history · can’t be editedOct 13 · 10:05 AM MT · submitted by Jake MorrowOct 13 · 10:05 AM · Dennis Ward out of office → routed to Kim Albright

Business scenarios and exceptions

Designed for real-world exceptions.

Substitute approvers cover time off, overdue requests escalate, and decision history can’t be changed after the fact.

ApprovedSigned off by the right person. The discount or refund goes ahead and the decision is recorded.
Pending or escalatedWaiting on the approver. After 24 hours it escalates to the owner.
RejectedDeclined with a comment. The requester sees why, and nothing changes in the order or invoice.

Business scenario

A practical day in the business.

Copper Creek Flooring in Billings, MT lets sales staff offer up to 15% off. Owner Lisa Harmon set approval rules for anything more.

  • 10:05 AM — Salesperson Jake Morrow requests 20% off a $3,400.00 hardwood job to match a competitor.
  • 10:05 AM — The rule routes it to manager Dennis Ward, who is out today, so it goes to substitute Kim Albright.
  • 10:40 AM — Kim approves with a note: “Match confirmed, quote attached.”
  • Month end — Lisa reviews every discount over 15% with who approved it and why.
A flooring installer laying wood planks on a customer job

FAQs

Approval workflow questions.

Related: AI Agents & Workflows · Workflow Builder

What kinds of requests can need approval?

Discounts, refunds, price changes, write-offs and other actions you choose, each with its own limits.

Who approves a request?

The person your policy names for that type and amount. If they’re out, a substitute you set takes over.

What if nobody responds?

After a set time, such as 24 hours, the request escalates to the next approver or the owner.

Who should use approval workflows?

Owners and managers who want oversight of discounts, refunds and changes without approving every small thing.

Can a decision be changed later?

No. Decisions are recorded permanently. A new request is needed to change the outcome.

Know who approved every exception.

Start a 14-day free trial or book a demo to set up approval workflows.