Quote workflow
How to copy Xero Quote to a Sales Invoice
ApprovalMax allows Quotes Requesters to copy accepted Quotes to Invoices. Please note: the Quote Requester needs to be added also as a Sales Invoice Requester in the "Sales Invoice" workflow. This is how it works: Open an accepted Quote, click on ...
How to set up default Quote Terms
When creating a Quote in ApprovalMax, you have the option to include the Quote's Terms and Conditions, such as payment terms, delivery expectations, warranties, or any other relevant conditions. These Quote Terms provide clarity and establish the ...
How to automatically email Quotes created in ApprovalMax to a Customer
For Quotes created in ApprovalMax, the platform offers the functionality to configure an email that will be sent to the Customer once a Quote has been fully approved. This email is triggered if the checkbox "Automatically email approved Quotes" has ...
How can I configure the PDF file of a Quote that will be sent to the Customer?
During Quote creation, the Requester selects a Theme for the Quote: After its approval, a PDF file will be generated based on this particular Theme. Themes are configured in Xero and picked up by ApprovalMax. In order to change a Theme in Xero, ...
How to set up a default Email to the Customer
ApprovalMax supports setting up a default Email to the Customer for Xero-connected Organisations. This is how it works: In the main menu, select the Organisation and open Approval Workflows under Workflows And Settings. Open the Quote workflow. Click ...
Is it possible to change a Quote after its final approval?
While a Quote has not been fully approved, its Requester has the option to edit the request (this means the Quote will be resubmitted for approval), or to cancel it. As soon as a Quote has been fully approved, it can no longer be changed in ...
How can I make fields in Quotes mandatory?
During the configuration of the Requester matrix you can decide for some fields whether they are to be mandatory, or optional. This is how you make certain fields mandatory: In the main menu, select your Organisation and open Approval Workflows under ...
Can a Quote created and approved in ApprovalMax get sent to the Customer by email afterwards?
An approved Quote that was sent to a Customer can be re-send using RE-SEND A QUOTE button: If a Requester did not activate the checkbox Automatically Email Quotes to the Customer and their Quote has now been authorised, they can still send this ...
How can I specify instructions for Xero Quote Requesters?
An Organisation's Administrator can provide a message that will be shown to Requesters during Quote creation. This is how instructions for Quote Requesters can be set up: Select your Organisation in the main menu and open "Approval Workflows" under ...
How can I restrict the Requesters of Xero Quotes?
ApprovalMax allows restricting Requesters in terms of what data they can see and operate with when creating Quotes in ApprovalMax. For example, access rights for the creation of Quotes can be configured so that a particular Requester is allowed to ...
Is it possible to unreject a Quote?
A Quote that was created in ApprovalMax and rejected by an Approver, can be amended, revoked, copied, cancelled, or its approval can be forced. Administrators can force the approval of rejected Quotes: Requesters can edit Quotes and resubmit them for ...
Attaching files to Xero Quotes created directly in ApprovalMax
During the creation of Xero Quotes in ApprovalMax, you can attach files. However, some technical limitations do apply. Below are supported file extensions, size and number of files that can be attached: File extensions — '.jpg', .jpeg', '.gif', ...
How is a lock date handled for Xero Quotes?
What is a lock date in Xero? If you have the Adviser user role, you can set a lock date to stop changes being made to transactions during a past period. After you've set a lock date, users can't add or edit transactions in Xero if the transaction ...
How to set up notifications about Quote approvals
It is possible to configure ApprovalMax in a way that notifications about the most important events regarding Quotes are sent to a particular email address. Creating Quotes in ApprovalMax: Requesters can turn on instant notifications in My Profile ...
How to create Xero Quotes for approval in ApprovalMax
To create Quotes directly in ApprovalMax, the respective workflow should be set up and activated. Click on the "+NEW REQUEST" button in the top right-hand corner near your Avatar: In the pop-up window, select the request type from the respective ...
How to set up a Xero Quote workflow in ApprovalMax
This is how you can set up a Quote workflow: In the main menu, select your Organisation and open Approval Workflows under "Workflows and settings": Click on the Quote workflow: The first step is Quote creation. Here, you can add users who will be ...
Are audit reports sent to the customer with the Quote?
Xero has 2 types of attachments for Quotes Those to be sent with the Quote Those not to be sent with the Quote ApprovalMax attaches PDF audit reports as "Those not to be sent with the Quote". So you will not send an audit report by mistake when you ...
How does the approval of Xero Quotes work?
ApprovalMax allows to set up multi-step approval workflows for created in ApprovalMax Xero Quotes. This is how it works: Quotes are created directly in ApprovalMax. ApprovalMax starts the multi-step approval workflow as predefined for them in ...