Quote and proposal approvals in the manufacturing and distribution industries can be complex, but they don’t have to cause delays and internal finger-pointing.
At SalesNOW, we’ve helped many clients design and manage internal approval workflows that boost efficiency while limiting risk. Here are some important components we recommend incorporating into your approval process:
1. Identify Approval Triggers
Not every quote requires the same level of scrutiny. Define clear criteria—such as quote size, profitability levels, or product customization—that determine when approvals are required.
2. Design an Approval Hierarchy
Decide who needs to approve quotes at various levels. For example:
- Smaller quotes may require only sales manager approval.
- Larger or high-risk quotes might need executive review.
3. Automate Notifications
Timely action is key. Use your CRM to automatically notify approvers when a quote requires their attention and set reminders to avoid delays.
4. Set Approval Time Limits
Define timeframes for each approval step to keep things moving. If a decision isn’t made within the set period, escalate to a higher level or trigger a follow-up.
5. Incorporate Audit Trails
Ensure transparency by logging all approval actions. This provides a clear record in case of disputes or to identify bottlenecks.
6. Enable Mobile Approvals
Today’s teams are mobile. Ensure approvers can review and approve quotes on the go via their mobile CRM app to avoid unnecessary delays.
7. Review and Improve
Once the process is in place, gather feedback and track metrics (e.g., approval times, bottlenecks) to continuously refine the process.
Balancing Control and Efficiency
A well-designed approval process isn’t just about control—it’s about balance. Too much red tape frustrates your team, while too little oversight creates unnecessary risk. With the right strategy and tools, you can achieve accuracy and efficiency while also ensuring process buy-in from your team.
At SalesNOW CRM, we specialize in helping manufacturing and distribution companies set up processes like this and manage them within their CRM.
If you’re struggling with bottlenecks or inefficiencies in your approval process, we’d be happy to dive in and help find a balance that increases efficiency.
