08 Jul Sales Quotation Approval Process in Microsoft Dynamics 365 | Approvals Add‑On for Quote Manager CPQ
Many companies will have an approval process in place for high value or risky deals, but this is not always integrated into their CRM or quoting systems, making it difficult to track the progress, enforce the approval process, and therefore close the deal.
The Approval Addon for the Quote Manager solution provides a flexible and scalable automated approval process that seamlessly integrates with the Quote Manager, providing visibility within CRM, and ensuring that Quotes are getting any necessary internal approvals before being sent out.
This integrates well with a process bar, preventing the quote from progressing without attaining approval first. Notification emails are sent to the requestor once a decision has been made, allowing them to act on the outcome without continuously checking the system for updates.
The approval process is a sequential, multi-step process that uses the rules stored in the ‘Quote Approval Rules’ table. The dynamic nature of this means you are not locked into pre-defined values; certain users can be given permission to create and update these rules without requiring an update to the process itself, which usually needs the involvement of someone in IT/Admin. This can help where temporary changes to approvals if there is sickness or holidays or if a manager leaves / moves job.
The addon utilises the standard Power Automate Approvals functionality to send actionable emails and/or Teams notifications to the relevant approvers, containing the key Quote information alongside a link to the Quote in CRM if further information is needed before giving approval. The response is given directly from the email, and comments can be provided to help guide the salesperson if a revision is required. This makes it quicker and easier for approvers to respond, especially those who frequently travel to customer sites and do not always have access to a laptop.
Throughout the process, the relevant approval fields are updated to reflect the progress of the approval. The Approval Status is updated to display the current state whenever an action occurs, and these actions are also logged in a multi-line text field, alongside the date/time and the person who performed the action. This includes any comments left in the response, providing visibility of the process history to all involved.
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