How to require a manager's approval on big quotes

Set an amount; a quote over it cannot be sent by anyone, or by Otto, until a manager approves it.

Updated 2026-10-25

Some quotes are too big to go out without a second look, e.g. anything over $10,000. Set that amount once, and a quote over it waits for a manager's approval before it can reach the customer.

Where

Quotes → Settings → Documents, the box Quotes that need a manager's approval. Only an owner or admin can change it.

Steps

1. Type the amount, e.g. 10000, and leave the box. Leave it empty for no approval at all.
2. On a quote over that amount, Send is greyed out and the reason is written beside it.
3. Someone who can approve (an owner, an admin, or a position with approve switched on) presses Approve to send on the quote.
4. Send works again. The approval and who gave it are written on the quote and on the customer's timeline.

What happens next

• Otto cannot send it either. If a workflow asks Otto to email a quote over the amount, Otto is told it needs approval and drafts nothing. An email Otto drafted before is held in Reviews until the quote is approved, even if someone approves the Review.
• Changing the quote's lines so the total changes needs approving again.
• Withdraw approval on the quote takes it back.

If it doesn't work

• No Approve to send button: your position cannot approve. The note beside Send says to ask a manager.
• "The approval threshold must be an amount of zero or more." Type a plain number, e.g. 2500 or 2500.00.