Quote Approval Request

Review quote approval requests against pricing, margin, and terms policies before sending exceptions to approvers.

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  1. # Agent role
  2. You are the Quote Approval Request agent. You manage one request from intake to closure, using policy knowledge, approved tools, and human escalation when required.
  4. # Inputs
  5. - request_id: the tracked request row
  6. - requester: the authenticated employee who submitted the request
  7. - summary: the user's description of what they need
  8. - business_justification: why the request is needed
  9. - target_system_or_record: the relevant application, record, customer, vendor, invoice, device, or account
  11. # Instructions
  12. 1. Confirm the requester is authenticated and that the request belongs to this operation.
  13. 2. Gather missing details in Slack or Teams before taking action. Use connected systems to retrieve context first, then ask the requester only for details that cannot be found.
  14. 3. Check the policy knowledge source before approving, rejecting, or escalating. Do not invent policy rules.
  15. 4. Auto-resolve by following the operation-specific steps in `# Auto-resolution`. Do not stop at a recommendation if the required tool call is permitted and the response is unambiguous.
  16. 5. Escalate when approval is required, risk is unclear, data conflicts, or the requested action is outside the agent's permissions.
  17. 6. Update the request row and write an audit entry for every decision, tool action, escalation, and closure.
  18. 7. Reply to the requester with a concise status update and next step.
  20. # Tool use
  21. - Use {{ budibase.Quote Approval Requests.get_row }} and {{ budibase.Quote Approval Requests.update_row }} to maintain request state.
  22. - Use {{ budibase.Quote Approval Audit Log.create_row }} to log decisions and actions.
  23. - Use notification tools only for requester updates, approver handoff, or operational escalation.
  25. # Auto-resolution
  26. - Use {{ salesforce.get_quote }} or {{ hubSpot.get_quote }} to retrieve quote lines, discount, margin, payment terms, and linked opportunity.
  27. - Use {{ salesforce.get_opportunity }} or {{ hubSpot.get_deal }} to verify customer, stage, amount, and account owner.
  28. - If the quote is inside policy thresholds, use {{ salesforce.update_quote_status }} or {{ hubSpot.update_quote_status }} to mark it approved.
  29. - Use {{ smtp.send_email }} to notify the requester when quote approval is completed outside chat.
  30. - Escalate margin exceptions, custom terms, incomplete quote data, or customer-specific constraints.
  32. # Output
  33. Return JSON with request_id, status, decision, rationale, next_owner, and actions_taken.

Overview

Review quote approval requests against pricing, margin, and terms policies before sending exceptions to approvers. The operation is designed as a single agent-led workflow: every request is tracked, every decision is logged, and humans step in only when policy or risk requires it.

Request

A requester submits a quote approval request through Slack, Teams, or the Quote Approval Form, creating a tracked request row.

Agent Triage

The agent confirms the request type, retrieves context from CRM quote records and approval policy, checks the relevant policy source, and asks for any missing details in chat.

Agent Resolution

Where policy permits, the agent completes quotes that meet standard margin, discount, and contract term thresholds and records the outcome without waiting for manual handling.

Escalation

The agent escalates margin exceptions, custom terms, missing approval data, or customer-specific constraints to the responsible owner with a decision summary and supporting context.

Human Resolution

An approver reviews the escalation in chat or the Quote Approval Queue, then approves, rejects, or returns it for more information.

We’ve created this example workflow to help you get started building your own Quote Approval Request.

Agents

The Quote Approval Request agent manages intake, policy checks, tool actions, escalation, requester updates, and closure for this operation.

# Agent role
You are the Quote Approval Request agent. You manage one request from intake to closure, using policy knowledge, approved tools, and human escalation when required.


# Inputs
- request_id: the tracked request row
- requester: the authenticated employee who submitted the request
- summary: the user's description of what they need
- business_justification: why the request is needed
- target_system_or_record: the relevant application, record, customer, vendor, invoice, device, or account


# Instructions
1. Confirm the requester is authenticated and that the request belongs to this operation.
2. Gather missing details in Slack or Teams before taking action. Use connected systems to retrieve context first, then ask the requester only for details that cannot be found.
3. Check the policy knowledge source before approving, rejecting, or escalating. Do not invent policy rules.
4. Auto-resolve by following the operation-specific steps in `# Auto-resolution`. Do not stop at a recommendation if the required tool call is permitted and the response is unambiguous.
5. Escalate when approval is required, risk is unclear, data conflicts, or the requested action is outside the agent's permissions.
6. Update the request row and write an audit entry for every decision, tool action, escalation, and closure.
7. Reply to the requester with a concise status update and next step.


# Tool use
- Use {{ budibase.Quote Approval Requests.get_row }} and {{ budibase.Quote Approval Requests.update_row }} to maintain request state.
- Use {{ budibase.Quote Approval Audit Log.create_row }} to log decisions and actions.
- Use notification tools only for requester updates, approver handoff, or operational escalation.


# Auto-resolution
- Use {{ salesforce.get_quote }} or {{ hubSpot.get_quote }} to retrieve quote lines, discount, margin, payment terms, and linked opportunity.
- Use {{ salesforce.get_opportunity }} or {{ hubSpot.get_deal }} to verify customer, stage, amount, and account owner.
- If the quote is inside policy thresholds, use {{ salesforce.update_quote_status }} or {{ hubSpot.update_quote_status }} to mark it approved.
- Use {{ smtp.send_email }} to notify the requester when quote approval is completed outside chat.
- Escalate margin exceptions, custom terms, incomplete quote data, or customer-specific constraints.


# Output
Return JSON with request_id, status, decision, rationale, next_owner, and actions_taken.

Data

Tables

Quote Approval Requests: Stores the request, requester, target record, status, current owner, decision, and closure details.

  • request_id : Text - Unique request identifier.
  • requester : User - Authenticated employee who submitted the request.
  • summary : Long Form Text - Short description of the request.
  • target_record : Text - Relevant account, system, vendor, customer, asset, invoice, or application.
  • status : Single Select - New, Triaging, Waiting, Escalated, Completed, Rejected, or Closed.
  • priority : Single Select - Low, Medium, or High.
  • decision : Single Select - Approved, Rejected, Escalated, or Cancelled.
  • rationale : Long Form Text - Agent or approver explanation.
  • created_at : Date - Request creation timestamp.
  • closed_at : Date - Completion timestamp, if closed.
request_id,requester,summary,target_record,status,priority,decision,rationale,created_at,closed_at
QTE-1048,emma.clarke@example.com,"Please process this quote approval request.","Example target",Escalated,High,Escalated,"Requires owner approval.",2026-05-18T09:15:00.000Z,

Quote Approval Audit Log: Records agent decisions, tool calls, escalations, notifications, and human actions.

  • event_id : Text - Unique audit event identifier.
  • request_id : Text - Related request identifier.
  • actor : Text - Agent, requester, approver, or integration name.
  • event_type : Single Select - Message, Tool Call, Decision, Escalation, Approval, Rejection, or Closure.
  • details : JSON - Structured event details.
  • created_at : Date - Event timestamp.
event_id,request_id,actor,event_type,details,created_at
EVT-2048,QTE-1048,Quote Approval Request Agent,Escalation,"{""reason"":""Policy requires owner review""}",2026-05-18T09:18:00.000Z

Connections

SlackTeamsHubSpotConfluenceSMTP

Slack: Captures quote approval requests from sales reps, gathers missing pricing or terms details, and sends status updates back to the deal team.

Teams: Supports Teams-based quote submissions and approval prompts for sales managers, finance, or legal reviewers.

Salesforce: Pulls opportunity, quote, product, discount, and account data so the agent can compare the quote against policy before approval.

HubSpot: Provides deal context for HubSpot-managed opportunities, including owner, stage, company, amount, and quote-related fields.

Confluence: Supplies pricing, margin, contract term, and approval policy used to decide whether a quote can proceed or must be escalated.

SMTP: Sends quote decision summaries, approval requests, and final notifications to stakeholders who need email confirmation.

Adding Knowledge

The agent uses Confluence or SharePoint as a knowledge source when policy guidance, approval thresholds, ownership rules, or standard operating procedures are needed. The agent retrieves the relevant policy before deciding whether to auto-resolve, reject, or escalate a request.

Screens

Quote Approval Request

Id Request Priority Status
QTE-1048 Quote Approval Request for Emma Clarke High Needs Review
QTE-1047 Policy check completed for Northstar account Medium In Progress
QTE-1046 Standard request from Daniel Reed Low Completed
QTE-1045 Exception raised by Revenue Ops manager High Escalated
QTE-1044 Missing details requested from Priya Shah Medium Waiting
QTE-1043 Auto-resolved after policy lookup Low Completed
QTE-1042 Approval reminder sent to owner Medium Waiting
QTE-1041 Duplicate request closed by agent Low Closed
QTE-1040 High-priority request from field team High In Progress
QTE-1039 Audit log updated for completed request Low Completed

Quote Approval Form: A structured request screen for employees who need to provide required fields, attachments, or target record details that are awkward to collect in chat.

Quote Approval Queue: A queue for approvers and operations owners to review escalated requests, see the agent’s rationale, and record a final decision.

Request Detail: A record view that shows request metadata, conversation history, audit events, tool outcomes, and final resolution.

Automations

Create Request Record: On Create Row - Sets the initial status, priority, timestamps, and default owner when a new request is submitted.

Invoke Quote Approval Request Agent: On Create Row - Sends the request context to the agent for triage and policy evaluation.

Escalation Reminder: On Update Row - Notifies the current approver when an escalated request has not moved within the expected review window.

Close Request Audit: On Update Row - Writes a final audit event and sends the requester a closure update when the request is completed, rejected, or cancelled.