Approvals & versioning
Quote approvals and versioning
When a quote's discount crosses your threshold, it holds for a manager's approval — and every revision of a sent quote is snapshotted, so you always know how the final number was reached.
Updated June 2026
Discounts are where margin quietly leaks. KudosCRM's approval gate stops an over-discounted quote from going out until a manager signs off, and its versioning keeps a read-only history of every revision — so a quote is both controlled and auditable.
This guide explains how the discount threshold triggers approval, how a manager approves or rejects, why editing a priced quote re-opens approval, and what the version history captures.
Who this is for
Reps who request approvals, managers who grant them, and admins who own the discount policy and deal-desk process.
Before you start
- A KudosCRM account — with manager permission if you'll be approving.
- A discount threshold set for your workspace (default 20%).
- A quote whose total discount crosses the threshold, to see the gate in action.
What counts toward the threshold
The gate looks at the total discount — per-line discounts plus the order-level discount — against your workspace threshold. Cross it and the quote can't be sent until it's approved. Editing an already-approved quote voids the prior approval automatically, so a bigger discount can never slip out on an old sign-off.
How approvals and versioning work, step by step
Build a quote that crosses the threshold
As you add discounts, KudosCRM totals them. When the combined discount passes your threshold, the quote is flagged as needing approval and can't be sent yet.
Request approval
Submit the quote for approval. It moves to a pending-approval state and notifies the approver, with the quote's totals and discount visible for the decision.
Manager approves or rejects
The approver approves the quote (returning it to a sendable state) or rejects it with a reason that's recorded on the quote. Every action is timestamped against the actor.
Send the approved quote
Once approved, send the quote by email or link as usual. The approval and who granted it stay on the record.
Edit re-opens approval
If you edit a quote that was already approved — changing a price or discount — the prior approval is voided automatically, and the quote needs approval again before it can be sent.
Review the version history
Every revision of a sent quote is snapshotted: version number, status, totals, line items, the edit reason, and who made it. Open the history to see exactly how the quote reached its final number; the accepted version is locked.
What you get
- A discount gate that protects margin without a side conversation in chat.
- A full audit of who requested, approved, or rejected each quote, and why.
- Automatic re-approval when a priced quote is edited, so sign-off can't be stale.
- A read-only revision history — the version the customer accepted is immutable.
Related articles
Build a quote & send it
Create the quote and see where the approval gate fits in the flow.
Read articleProducts, price books & discount rules
Set the discount threshold that drives the approval gate.
Read articleAccept online & convert to an order
What happens after an approved quote is sent and accepted.
Read articleQuotes & proposals (feature)
Approvals, versioning, and the full quote lifecycle on the feature page.
Read articleProposals & Quoting is the fourth stop in the KudosCRM journey — turning a won deal into a priced quote, an approval, an online signature, and an order, all on one record. See the full picture on the Proposals & Quoting platform overview.
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