Quotes

A price book is a list of products with prices in one currency for a period, and an account can name the book it is priced from. Each entry carries the list price, the floor price below which the deal desk must approve, and the maximum discount above which the deal desk must approve whatever the rep’s authority. Each rep and manager carries a discount authority. The deal size thresholds and the approver level for each are a table the deal desk maintains. The rep cannot change any of these numbers.

The rep creates a quote on an opportunity, addressed to a named contact, priced from the account’s price book in the account’s currency. Lines come from the opportunity’s products or are added:

The header carries the subtotal, blended discount, tax, the total for the full term, the annual value, payment terms and billing frequency defaulted from the account, a validity date, a scope of work and a field for special terms. Scope of work is the wording of what is being delivered; it prints on the quote and triggers nothing. Special terms is for anything outside the standard: a termination clause, a service credit. Anything in that field triggers deal desk review.

A quote is never edited after it has been sent. A concession creates a new version on the same opportunity; the previous version is marked superseded and stays readable. One version is primary and sets the opportunity’s annual value and tax-exclusive total value from net total; forecast amount follows the quota basis. A new primary version clears the Sales Manager’s negotiation approval so it must be reviewed again. The sequence of offers is therefore on the record for the negotiation review and for any later dispute.

Submitting a quote runs the rules over every line and the header. Each breach creates an approval step with a reason and routes it to the role that owns that reason:

Steps run in sequence. The approver sees the quote, the deal, the buying committee and the account’s discount history, and approves or rejects with a comment. A rejection returns the quote to the rep as a draft with the comment attached; the rejected step stays on the record. A quote inside every threshold is approved by the system on submit.

An approver can name a delegate until a date; the step then records both the approver it was addressed to and the delegate who decided. Nobody can approve their own quote, and a manager cannot approve a quote on a deal they own.

An approved quote is sent as a PDF to the recipient and the sent date is stamped. Account Executive or Customer Success Manager records accepted date and acceptance document when the customer confirms. Deal Desk validates the booking against that version and evidence before creating the contract. Declined records that the customer said no to this version. Expired is set by the system when the validity date passes with no answer, which prompts the rep and counts in the discount report.

• Quotes Awaiting Approval for managers and the deal desk, with total, annual value, discount and terms in the list.
• My Approvals for the individual approver: the steps waiting for their decision.
• Expiring Quotes: sent quotes whose validity date is close.
• Discount Analysis for the manager: discount by rep, product family and deal size, with the approvals requested, their outcomes and the quotes that expired.