How to Build Multi-Level Quote Approvals in HubSpot (and Why You Should)

Written by Nikki Zangardi | Apr 8, 2025 4:08:48 PM

If you’re in Sales Ops, RevOps, or part of a deal desk team, you know this pain:

A rep drops a 25% discount to close the deal without any approval.

Now leadership’s in your inbox, and finance is raising eyebrows.

Here’s the good news: with quote•hapily’s Quote Approval Workflow action, you can set up multi-level quote approvals in HubSpot that are both smart and scalable — without needing custom code or outside tools.

Let’s break it down 👇

Why Quote Approvals Matter

Deals move fast — sometimes too fast. That’s why building a system of approvals is key to:

Preventing unnecessary discounting
Aligning sales behavior with revenue goals
Keeping your margins healthy
Making sure every quote meets legal and compliance requirements

But you don’t want to slow reps down or introduce friction that kills momentum.

That’s where automated multi-level approvals come in.

How It Works in HubSpot (Using quote•hapily)

Let’s say you want to prevent reps from approving any quote with a discount over 20% without manager approval.

Here’s how you’d build it in HubSpot using the Request Quote Approval workflow action:

1. Set the Trigger
Build a rule that flags a quote if:

- Any line item discount is over 20%
- Or if a one-time discount sneaks up to 20%

2. Choose Your Approvers
In our example, we added Kirby and Mallow as the first layer of approvers.
They both get an email the moment a quote hits the threshold.

3. Round Robin or First-Come Approval
Only one of them needs to approve for the quote to move forward.
This is great if you want speed and flexibility.

4. Final Approval Layer
Once the first layer approves, the quote moves to a final approver — maybe someone from leadership or finance.

5. Quote Gets Published
After all approvals are in, the quote is live and ready to roll!

Whether you’re building a two-step process or need five layers of sign-offs, quote•hapily’s workflow action gives you complete control.

Complex Logic? No Problem.

Want to split approvals by region?

Need different approvers for different product lines?

Prefer a chain of command with multiple touchpoints?

You can set up:

Branching logic based on deal properties
Sequential approvals
Parallel approvals

Or even create a round-robin style workflow where whoever’s free can pick it up first

It’s all possible inside HubSpot, without any extra tools.

Real Example in Action

Let’s say a sales rep tries to sell a Paleta SaaS license and adds a 21% discount.

That’s above the approved threshold — so the system blocks them from moving forward. Instead, they’re prompted to submit the quote for approval.
From there, it follows your custom workflow.

Once all the right people give it the green light, the quote can be published.

The Bottom Line

With quote•hapily’s Quote Approval Workflow:

✅ You keep control of pricing strategy
✅ Sales moves fast with minimal roadblocks
✅ Everyone stays aligned and accountable
✅ And you don’t need to manually chase approvals ever again

So yes — you can do multi-level approvals in HubSpot.

And with quote•hapily, you can quote confidently, efficiently, and collaboratively.

Ready to Quote Faster (and Smarter)?

If you’re still relying on a one-size-fits-all approval setup, it’s slowing your team down and leaving room for risk. quote•hapily helps you:

Eliminate unnecessary quote delays
Route approvals to the right people — based on real criteria
Prevent discounting errors and rogue pricing
Keep your process lean, fast, and audit-proof

You shouldn’t have to choose between speed and control.

Now, you don’t have to.

👉 See quote•hapily in action! Request a demo to see how they can transform the way you quote, sell, and grow.

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