A deal approval process for big discounts and wins
Set up your deal approval process once: decide which quotes, discounts and deal moves need a second pair of eyes, and DigiPix Flow routes every matching request to a named approver in the right role, gives it a due time, keeps it in one inbox until someone decides, and records who said yes, who said no and why — so sign-off stops living in a manager's WhatsApp chat.
- Proposal and deal requests in one inbox
- Routed by role, never to the person asking
- A due time on every request, with reminders
- desks, from Pending mine to My requests
- 5
- deal triggers: won, discount, stage entry
- 3
- of deal growth before a sign-off must be renewed
- 0.5%
What a rule can check
- Proposal amountRules on the quote's amount band
- Proposal discountRules on the discount percentage
- Close as WonDeal rules on the amount being closed
- Deal discountMeasured across the deal's line items
- Stage entrySign-off before a deal enters one stage
- Approver roleSales manager, Finance or Org admin
Sign-off buried in a group chat
A rep asks for an extra 8% on WhatsApp, the manager sends a thumbs-up between meetings, and the quote goes out. A month later nobody can find the message, and nobody can say whether that thumbs-up was for this deal or the one before it.
Requests that sit with no one
The person who usually approves is travelling, the request has no deadline, and the rep doesn't know who else can say yes. The buyer waits, the competitor calls back first, and the discount that needed a quick answer costs you the order.
An approval stretched to fit a bigger deal
A manager signs off a ₹4 lakh deal. Two weeks later the same deal is ₹9 lakh with the same discount, and the old approval is quietly treated as if it still covers it. The margin loss only shows up when the month closes.
Every request waiting on a decision, in one place
The Approvals page brings proposal and deal requests into one list, split into desks: what's waiting on you, what's waiting on the team, what has been decided, what is past its due time, and the requests you raised yourself. Search by proposal number, deal or approver, and filter to proposal or discount requests. Reps without approver access still get My requests, so they can follow what they asked for without chasing anyone.
- Desks for Pending mine, Pending team, Decided, Stale and My requests
- Proposal and deal requests side by side
- Search by proposal number, deal or approver
- A requester's own desk showing who decided and why
One approval matrix for what needs sign-off
Approval rules sit in Settings as a single matrix. Proposal rules match on an amount band and a discount percentage. Deal rules match on closing as Won above an amount, a discount across the deal's line items, or entering one stage you choose. Rules run in the priority order you set, can be switched off without being deleted, and a preview tells you which rule and approver a given total and discount would hit before you save.
- Proposal rules on amount band and discount %
- Deal rules for Close as Won, discount and stage entry
- Priority order, with an on/off switch per rule
- A preview of the rule and approver before you save
The right approver, picked the same way every time
Each rule names an approver role — Sales manager, Finance or Org admin — and can name a specific person as well. When a rule routes by role, DigiPix Flow picks one active holder of that role: never the person who raised the request, and never someone without the access to decide it. The requester's own reporting line is tried first; otherwise the request goes to whoever has the fewest approvals waiting.
- Sales manager, Finance and Org admin approver roles
- Name a specific approver on any rule
- The requester is never picked when routing by role
- Reporting line first, then the least loaded approver
A due time on every request, and a nudge when it slips
Every rule carries a response time in hours or business days. Business days skip Saturdays and Sundays and are counted in your workspace's time zone, so a Friday request isn't due on Sunday. Each request shows how long is left or how far overdue it is, overdue requests move to the Stale desk, and a background check records the breach and escalates it if it keeps waiting.
- Due times in hours or business days, per rule
- Weekends skipped, in your workspace's time zone
- Time left or time overdue on every request
- Approver reminded once a request passes its due time
Approve, reject with a reason, or pass it on
Only the approver a request is assigned to can decide it. They see the numbers of the version that was submitted, with the change from the previous version, and approve or reject; rejecting needs a comment, so the rep knows what to fix. An approver can reassign their own request to a colleague, the due date carries over, and the requester can cancel a request they no longer need.
- Only the assigned approver can decide
- The submitted version's line items and total
- A comment required to reject
- Reassign with the same due date, or cancel the request
An approval covers the number it was given for
A deal approval is tied to the amount the deal had when it was requested. If the deal grows by more than half a percent after sign-off, the approval no longer counts: the deal shows that its amount changed and asks for a fresh request. A deal that shrinks keeps its approval. Proposals work the same way by version — revise an approved proposal and the new version goes back to draft.
- Deal approvals bound to the amount at request
- Growth above 0.5% needs a fresh sign-off
- A smaller deal keeps its approval
- A revised proposal goes back to draft
No proposal leaves before it's approved
A workspace setting, on by default, requires every proposal to go through an approval request before it can be sent. With it on, a proposal can't be marked approved directly or emailed to the buyer until the current version has been approved by the approver its rule picked. Switch it off if your team doesn't need proposal sign-off; deal rules keep working either way.
- Require approval before send, on by default
- Sending unlocks only for the approved, current version
- No shortcut to mark a proposal approved
- Deal rules apply whichever way the switch is set
A record of every request and every answer
Raising a request, deciding it, reassigning it and cancelling it are each written to the audit trail with who did it and when. A decision keeps its approver, time and comment, and a reassignment keeps who it moved from and to. Changes to the approval matrix itself are audited too, and two people editing the rules at once can't overwrite each other.
- Requested, decided, reassigned and cancelled, each audited
- Approver, time and comment kept on every decision
- From and to recorded on every reassignment
- Matrix changes audited and protected from overwrites
From rule to recorded decision, in five steps
- STEP 01
Set the rules
Add proposal and deal rules with amount bands, discount %, stages, roles and due times.
- STEP 02
Request sign-off
A rep submits a proposal or a gated deal action, and the matching rule applies.
- STEP 03
Route to an approver
One approver in the rule's role is picked — never the requester — with a due time.
- STEP 04
Decide on time
The approver approves or rejects with a reason; overdue requests escalate and get a reminder.
- STEP 05
Keep the record
Every request, decision and reassignment is audited, and the rep is told who decided.
Approvals in a CRM vs messages to the boss
| What it covers | WhatsApp messages to the boss |  DigiPix Flow |
|---|---|---|
| What needs approval | Whatever the rep thinks to ask about | Rules on amount, discount %, closing as Won and stage entry |
| Who approves | Whoever replies first | One approver in the rule's role, never the requester |
| Deadline | None, until the buyer gives up | A due time in hours or business days, per rule |
| When the approver is busy | The request waits | Reminders once overdue, escalation, and reassignment |
| Reason for a no | A missed call | A comment required to reject |
| A deal that grows after sign-off | The old thumbs-up still counts | Growth above 0.5% needs a fresh approval |
| Proof later | Scroll up and hope | Requests, decisions and reassignments in the audit trail |
Approval questions, answered
What can require approval in DigiPix Flow?
Proposals, by their amount band and discount percentage, and three deal actions: closing a deal as Won above an amount, a discount across the deal's line items above a percentage, and entering a specific stage. Each is set up as a rule in the approval matrix in Settings.
Who approves a request?
Each rule names an approver role — Sales manager, Finance or Org admin — and can also name a specific person. When a rule routes by role, one active holder of that role is picked: the requester's reporting line first, otherwise whoever has the fewest approvals waiting. The person who raised the request is never picked, and neither is anyone who doesn't have access to decide it.
Can a request be approved by more than one person?
No. Every request has exactly one approver at a time, and only that person can approve or reject it. If they can't get to it, they can reassign it to a colleague, and anyone with workspace-wide access can reassign requests held by someone else.
How do due times work?
Every rule has a response time in hours or business days. Business days skip weekends and are counted in your workspace's time zone. The request shows how long is left, moves to the Stale desk once it's overdue, and a background check records the breach and escalates it if it keeps waiting. Reassigning a request keeps its original due date.
Will approvers be reminded?
Yes. An approver is reminded once a request passes its due time, and after two days for any request that has no due time.
What happens if a deal grows after it's been approved?
A deal approval is tied to the amount the deal had when approval was requested. If the amount grows by more than 0.5% afterwards, the approval no longer counts and the deal asks for a fresh request. If the deal gets smaller, the existing approval still stands.
Can a proposal be sent without approval?
Not while Require approval before send is switched on, which it is by default. The current version has to be approved through an approval request before it can be emailed. If your team doesn't need proposal sign-off, an admin can switch the setting off; deal approval rules keep working either way.
Does the approver need to give a reason?
A comment is optional when approving and required when rejecting. The requester is notified of the decision with the approver's name and the comment, and can follow every request they raised from the My requests desk.
Are approvals audited?
Yes. Raising, deciding, reassigning and cancelling a request are each recorded in the audit trail, as are changes to the approval matrix. A decision keeps who made it, when and the comment they left.
Something we haven't covered? Talk to an expert
Keep exploring
Visit the blog- PRODUCTA pipeline you can trustStage rules, deal approvals and a clear owner on every deal.See how it works
- FEATURESProposals & quotationsQuotes built on the deal, approved, sent and accepted online.Explore the feature
- FEATURESRoles and permissionsWho can approve, who can change the rules and who sees the team's desk.Explore features
- FEATURESAudit trailWho changed what, and when, across the whole workspace.Explore the feature
- PRODUCTFollow-ups that never slipDue times, reminders and escalations for the rest of your team's work.See how it works
- FEATURESAll sales featuresLeads, contacts, companies, deals, proposals and clients.Explore features
GUIDESales Pipeline Stages: How to Define Them, with Exit Criteria and ExamplesHow to define sales pipeline stages your team uses the same way, with exit criteria for each stage and example pipelines for real estate, coaching, agencies and B2B trading.Read the guide
GUIDEThe Client Onboarding Process: From Won Deal to a Client Who StaysA client onboarding process is the planned path from a won deal to the first piece of delivered value, so the client never has to repeat what they told sales. Here are the steps, a handover checklist and a 30-day plan you can copy.Read the guide
Put every yes on the record
Talk to an expert — bring the discount and deal limits your team works to today, and see them set up as approval rules in DigiPix Flow.
- A real person, not a bot
- Bring your discount limits
- See the approvals inbox for yourself