The quote approval process in Brightpearl is not formal; it's essentially a change of order status which can be done by staff members through Brightpearl back office, or by customers using the online web portal.
Before any quote can be set as "approved", an approved sales order status must be defined in the sales workflow settings.
Note: When an order is placed on the 'Approved' status, the line items will be locked and no change can be made to the order. They can be unlocked by moving the order off the 'Approved' status.
How to approve a quote in back office
- Search for and open the sales quote.
- Click the arrow on the right-hand side of the 'Save changes' button.
- Click Approve.
The quote will then be automatically moved to the approved status. It will also be locked to further changes, so the approved status should not be the same as the new order status.
How customers can approve a quote
Ensure your quote template (or quote-attached template) contains a link to your web portal. When you send a quote, your customer will then be able to log in and view their quotes.
Here they can add notes and/or click to approve the quote, which will update the status.
We recommend you set an email notification on the 'approved' sales order status so that you know when your quotes are approved.
It's also a good idea to set a reasonably short number of 'remind days' on the status so that approved quotes are not ignored! If a quote hasn't been edited or updated in a certain number of days, a notification will show on the left side of the screen. Learn more about order status configuration here.
Learn how you or your customers can approve quotes online.