Adding Approvers and How Approvals of RFQs Work in Quotable

The approval workflow allows you to send selected supplier quotes to authorized approvers (managers, executives, finance heads) for review and approval before you create Purchase Orders. Approvers receive email access to review only your chosen Top Quotes and provide approval without needing Quotable accounts.
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Key Benefits:

When orders exceed your spending authority limits (e.g., purchases over ₱50,000 require manager approval, over ₱500,000 require executive approval).
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When purchases need budget holder sign-off or department head approval before proceeding.
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When company procurement policies require multiple approvers for specific categories, suppliers, or contract types.
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For high-value purchases, new suppliers, or critical equipment requiring additional review before commitment.

After suppliers submit quotes to your RFQ, review all submissions in the quote comparison view or individual quote cards.
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Click the Star icon on quote cards or in the comparison view to mark quotes as Top Quotes. Star only the quotes you want approvers to review, typically your 2-3 best options.

Important: Only starred quotes will be visible to approvers. Unstarred quotes remain hidden from the approval process.
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"ADD TO TOP QUOTES" indicator appears on starred quotes. Review that you've starred the right quotes before sending to approvers.

From your RFQ detail page, click the Add Approver button in the top right corner (next to Compare Quotes button).
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The "Add approver" modal opens. If no approvers added yet, you'll see "No approvers yet." Click + Add button and enter:

Click + Add again to include additional approvers. You can add multiple approvers who will all receive access to review the Top Quotes. Each approver entry shows a delete icon (trash) to remove if needed.
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Click the green Send button. All approvers receive email notifications with secure links to view and review your selected Top Quotes.

Approvers receive professional email including:

Approvers click the email link and access the Top Quotes view without creating accounts and can use an OTP sent to their email to login. They see only the quotes you starred, not all submitted quotes.

Quotable users who get added as an approver, can switch to "Approver View" to view and RFQs that need approval.
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Approvers see:

Track approval progress with the counter displayed on quote cards (e.g., "0/0" means 0 approvals out of 0 approvers added, "1/2" means 1 approval received out of 2 approvers).
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See which approvers have reviewed and responded. Track pending approvals to follow up if needed.
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You receive notifications when approvers review quotes, approve selections, request changes, or provide feedback.

Once approvers approve your Top Quote selection, proceed to accept the quote and create Purchase Order. Click Yes, Create PO on the approved quote.
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All approval actions are logged including who approved, when they approved, and which quotes were approved. Maintains audit trail for compliance.
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Accept the approved quote to automatically create Purchase Order. Supplier receives PO notification and workflow continues to fulfillment.

Approver gets email notification that quotes are ready for review with link to access Top Quotes.
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Approver clicks link and views only the starred Top Quotes in comparison format. Reviews pricing, terms, supplier information, and your recommendations.
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Approver approves quote selection or provides feedback/requests changes. You receive notification of their decision.
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After approval received, you can accept the quote and create Purchase Order with confidence.

The approval step is optional. You can skip approvals and accept quotes directly if you have spending authority. Use approvals only when required by policy or prudent for high-value purchases.
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Skip approvals for purchases within your authority, low-value routine orders, emergency procurement, or pre-approved supplier contracts.
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Use approvals for purchases exceeding your limit, new or unverified suppliers, large capital expenses, or policy-mandated authorizations.

Add approvers anytime during the RFQ process—before suppliers submit or after reviewing submissions. Flexibility to decide when approval is needed.
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Click the delete (trash) icon next to any approver to remove them before sending. Once sent, approvers cannot be removed but you can add additional approvers.
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Add different approvers for different authorization levels (manager, director, CFO). All approvers review the same Top Quotes.

Only star quotes you're seriously considering. Don't send too many options, approvers appreciate narrowed-down choices (2-3 top quotes maximum).
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When adding approvers, consider sending them context via email about why you selected these particular Top Quotes and what you're recommending.
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Inform approvers about timeline for decision. Follow up if approvals are pending and procurement deadlines are approaching.
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Approval history provides audit trail. Use this for compliance, policy adherence, and budget tracking.

Streamline procurement approvals with digital routing. Star your top quotes, add approvers via email, and track authorization status, all without approvers needing accounts or signing paper forms.