Sales prepares the offer, approvers review the exceptions, Deal Desk checks the agreement and order, and finance manages billing and collection. CPQ & Quote-to-Cash separates permission to view or prepare work from authority to decide it.
How permissions work
Work by role and account
Sales Rep access follows owned quotes and accounts. Sales Manager access covers the assigned team. Connected services and assistants need their own scoped identities.
Review the submitted proposal
Approval decisions belong to a frozen quote revision. The owner and people who materially edited that revision cannot approve it. A changed proposal needs a fresh review.
Keep decisions specific
Sales Manager and Executive Approver decide their assigned discount or floor steps. Deal Desk decides assigned pending terms steps. An automatic discount band does not remove another required review.
Make delegation traceable
Coverage must have an eligible person, explicit scope and valid dates. The decision retains both the actual signer and the authority used; delegation does not count as approval by itself.
Check the agreement and order
Deal Desk verifies executed terms before confirming and releasing the associated order. Seeing a signed document does not bypass purchase order, credit or release checks.
Protect financial history
Billing Specialist activates agreed schedules, applies payments and prepares credits through controlled actions. Eligible credits within the configured limit can be confirmed by that specialist; larger requests require an independent Executive Approver. Posted amounts are corrected with linked records.
Review policy changes
Catalog, prices, rules, templates and approval policy need a recorded change and authorized activation. Admin access does not make accepted proposals, signatures or financial history editable.
Configures users, connections and company policy. May prepare matrix, tax, credit and integration-policy changes, and independently approve another owner’s master change when not in its editor set. Administrative access does not grant commercial signature, discount approval, contract verification or unrestricted financial mutation. Only an unreferenced never-submitted Draft quote may be hard-deleted; all submitted or referenced history is retained.
Can
Manage Users and integration configuration
Create and submit master changes for discount approval matrix, tax rates, credit and integration policy
View all tables
Delete unreferenced never-submitted Draft Quotes only
Administer migration batches with independent review and commercial/finance evidence
Access all reports and views
Reviews and approves
Approve master changes and approval delegations where independent eligible reviewer
Product Manager
Prepares catalog, option, bundle and configuration-rule revisions, tests convergence and requests activation. Cannot silently change an active version already used by a quote.
Builds and submits their own Draft quote revisions, sends approved versions and records evidenced written acceptance for the for review path. Cannot write automatic bundle provenance, approval decisions, signature outcomes or accepted financial totals. An accepted version is changed only through a separately approved linked amendment.
Can
Manage Draft Quotes, quote lines, quote line options, manual quote discounts, billing milestones where quote owner = self
Submit Quotes
Withdraw eligible unaccepted revisions through controlled actions
Send current approved quote versions
Record written acceptance with evidence for for review Quotes
Create Contacts for own Accounts
Map opportunity items for own opportunities to active Products
View Accounts, Opportunities, Products, option groups, product options, bundle components, product rules, price books, price book entries, bundle discounts, quote versions, quote version lines, E quote envelopes, E quote events, Contracts, contract lines, sales orders, Invoices for own accounts
Starts on: My Open Quotes
Sales Manager
Supervises team quotes and may edit a team Draft. A person who owned or materially edited the reviewed version cannot approve its discount, floor or terms decisions. Reassignment does not remove that exclusion. Proposes a named time-bounded delegate rather than transferring blanket authority.
Can
Manage team Draft Quotes, quote lines, quote line options and manual quote discounts where quote owner.Manager = self
Reassign Draft quote owner
Submit approval delegations for self
View all masters, quote versions, quote version lines, contract lines, Contracts, sales orders, Invoices, configuration rule hits
Access team and discount reports
Reviews and approves
Approve or reject assigned Pending discount approval steps where active, eligible and independent of the version owner/material editors
Starts on: Quotes Awaiting Approval
Executive Approver
Acts in the configured VP sales, CFO or CEO tier, with named-user resolution frozen at submission. Decides assigned upper-tier and floor steps, above-limit credit requests, and independent refund/return reviews. Does not edit quote prices or scope. May independently approve master/delegation changes outside their editor or beneficiary set.
Can
Submit approval delegations for self
View all tables
Access all reports
Reviews and approves
Approve or reject assigned Pending discount approval steps where independent and eligible
Approve independent master changes and approval delegations
Starts on: Quotes Awaiting Approval
Deal Desk
Owns assigned non-standard terms decisions, contract execution checks, and order confirmation/release. Prepares template changes but cannot activate its own changes. Contract verification records the exact executed terms hash; a Signed flag alone is insufficient. Where Deal Desk materially edits quote terms, another eligible Deal Desk reviewer must decide the corresponding Terms step.
Can
Manage Draft revisions of quote templates and contract templates and submit master changes
Prepare Draft Contracts and pending contract lines from accepted versions
Send approved contract packets
Prepare Draft sales orders and order allocations within accepted remaining scope
Confirm and release sales orders after all current controls pass
Record evidenced renewal decisions
View Quotes, quote lines, quote versions, quote version lines, quote discounts, billing milestones, discount approval steps, E quote envelopes, E quote events, Accounts, Contacts, Opportunities, invoice schedules, fulfillment events
Access quote and contract reports
Reviews and approves
Approve or reject assigned Pending discount approval steps where approval type = Terms and independent of owner/material editors
Verify executed Contracts and contract lines as Deal Desk
Starts on: Quotes Awaiting Approval
Billing Specialist
Owns schedule activation, invoice preparation, cash matching, collection and correction requests. May self-confirm a credit only under its explicit captured within-limit policy. Cannot change commercial amounts through a schedule edit, rewrite an issued invoice, fabricate a confirmed bank refund or overwrite a payment balance. Agent/service identities require a separate configured action allowlist; a role assignment alone does not authorize autonomous use of human decisions.
Can
Prepare Draft invoice schedules and invoice schedule lines from accepted allocations
Activate reviewed invoice schedules and supersede unclaimed date plans without commercial changes
Run billing and send final Invoices
Prepare Draft Invoices, invoice lines and credit memos
Submit credit memos and self-confirm only within captured authorized credit approval limit
Record Payments and post eligible payment applications and account credit applications through atomic actions
Request finance adjustments and record evidenced routine application reversals under configured policy
View Contracts, contract lines, sales orders, sales order lines, Quotes, Contacts, business events, event deliveries
Access billing and collection reports
Reviews and approves
Review tax/exemption evidence and update Accounts billing fields and credit hold with reason
Starts on: Credit Memos Awaiting Approval
Set up CPQ & Quote-to-Cash your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.
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