Set customer approval rules

Choose how customers approve quotes, who gets the request first, when reminders go out, and whether an invoice is created when they approve.

In the sidebar, open Settings, then choose Customer Approval Rules under Sales & Billing. The page address is /settings/org/billing/customer-approvals. The page heading reads Customer Approval Policy.

These are the starting choices for every quote you send for approval. Policy summary at the top shows the current ones, and Entitlement status shows which approval features your plan includes.

Steps

1. Under Workflow defaults, pick the Default mode: Quote approval only (the customer approves the quote) or Quote + agreement signature (the customer also signs an agreement).
2. Pick how signers prove who they are under Signer auth: Magic link, Email OTP (a one-time code by email) or Portal login. Set the Default expiry days for the request.
3. Turn on Automatically create an invoice after approval completes if you want the invoice ready as soon as the customer approves, and pick the Invoice target status it is created in. Finance still decides when it is sent.
4. If you use agreements, leave Fallback to quote-only approval when no agreement template is configured on so approvals still go out while templates are not set up.
5. Under Recipient and reminder defaults, set Reminder day offsets, for example 3, 7, 14 (days after sending, between 1 and 365), and turn on Enable automatic reminders.
6. If you use agreements, choose the templates under Default agreement template policy, Quote-only approval template policy and Signature workflow template policy. Pick an agreement template or an uploaded PDF for each, not both.
7. Press Save customer approval policy. The button reads Saved for a moment.

If something looks different

• Customer approval workflows are currently disabled by organization entitlements.: your plan does not include customer approvals.
• Saving says a mode or automatic invoices are disabled by your plan: pick a mode your plan includes, or turn the automatic invoice off.
• Saving says the agreement-backed mode needs a template: pick an active agreement template or uploaded PDF, or turn the fallback on.

Open Customer Approval Rules