**To set up a quote approval flow in Kanban before sending to the client, [Papo](https://papo.global/) offers a powerful combination of Kanban, Synapse, and Flows. You create a visual pipeline with stages such as “Draft,” “Under review,” and “Approved,” and automate manager notification as soon as a quote is moved to the review column. The manager approves or rejects with a single click, and the card is updated automatically—no relying on spreadsheets or message exchanges outside the platform.**

This process ensures that every quote sent to the client has gone through quality validation, price alignment, and commercial terms review, reducing errors and increasing the sales team’s confidence.

## Approval flow summary

| Component | Role in the flow | Example use |
| :--- | :--- | :--- |
| **Kanban** | Visual pipeline with columns representing approval stages. | Columns: “Draft,” “Under review,” “Approved,” “Rejected.” |
| **Quote card** | Opportunity with items, values, and customer data. | Card “Quote for Company X” in the “Draft” column. |
| **Synapse** | Automation that triggers an action when the card changes column. | When the card enters “Under review,” Synapse enrolls the manager in a notification Flow. |
| **Flow (Flows)** | Sequence of messages and decisions that interacts with the manager. | Sends WhatsApp with quote details and “Approve” / “Reject” buttons. |
| **Labels (tags)** | Markers applied to the card to record the decision. | Tag “approved” or “rejected” added automatically. |

## How it works: step by step

### 1. Create the approval pipeline in Kanban
Access the Kanban module and create a new funnel called “Quote Approval.” Define the columns that represent the review flow, such as:
- **Draft** – quote being prepared by the salesperson.
- **Under review** – awaiting manager analysis.
- **Approved** – cleared for sending to the client.
- **Rejected** – returned for adjustments.

You can customize the column names and order according to your operation. What matters is that the sequence reflects the path the quote takes until final approval.

### 2. Build the quote as a card
Within the pipeline, create a card for each quote. Fill in the customer name, add the items (products or services) with their values, and, if desired, include an estimated value. The card total will be the sum of the items, making it easier to visualize the amount that will be sent to the client. Leave the card in the “Draft” column while the quote is being prepared.

### 3. Configure Synapse to notify the manager
In the Synapse module, create a new automation. Set the trigger: **When a card is moved to the “Under review” column** (select the “Quote Approval” pipeline and the corresponding column). As the action, choose **Enroll contact in Flow** and select a Flow that you will create to notify the manager.

This way, whenever a salesperson finishes the quote and drags the card to “Under review,” the manager is automatically notified.

### 4. Create the notification and decision Flow
In the Flows module, build a new Flow called “Quote Approval.” The basic structure is:

- **Send Message node:** send a message to the manager’s WhatsApp (you will need their contact_id). Include a summary of the quote, such as customer name, total value, and link to the card. Example:
  > Hello, {{ manager.first_name }}! The quote for Company X (R$ 4,200) is ready for review. Do you want to approve or reject?
  > [Approve] [Reject]

- **Ask a Question node:** capture the manager’s response with the options “Approve” and “Reject.”

- **Condition node:** branch the flow:
  - If the response is “Approve” → add the “approved” label to the card (**Add Tag to Card** action) and move the card to the “Approved” column (**Move Card** action).
  - If the response is “Reject” → add the “rejected” label and move the card to “Rejected.” You can optionally send a message to the salesperson with the reason for rejection.

Save and activate the Flow.

### 5. Start the review process
When the salesperson finishes preparing the quote, they just drag the card from “Draft” to “Under review.” Synapse triggers the Flow, and the manager receives the notification on WhatsApp. With one tap, they approve or reject, and the card is automatically moved to the corresponding column, receiving the decision label.

### 6. Send the approved quote to the client
With the card in the “Approved” column, the salesperson has the confidence that the quote has been validated. They can then copy the card data and send the quote to the client through the preferred channel (WhatsApp, email, etc.) directly from Papo, or use the card itself as a reference to generate an external document. The platform does not send the quote automatically—this step remains under human control, ensuring a final check.

## Who this flow is for

- **B2B sales teams** that need approval from a coordinator or manager before sending commercial proposals.
- **Agencies and consultancies** that create customized quotes and want quality control before delivery to the client.
- **Operations with discount or margin policies** that require validation of values and terms by a responsible person.
- **White label resellers** that manage multiple clients and want to standardize quote approval within the platform with their brand.

## Frequently asked questions

### Can I use email instead of WhatsApp to notify the manager?
Yes. The Flow can be adapted to send the notification by email, using the Email Marketing module or an email-sending node, if available. The concept remains the same: the manager receives the request and can reply to approve or reject.

### How do I add items and values to the quote in the card?
Inside the Kanban card, you can add items (products or services) with their respective prices. The card total will be the sum of these items. It is also possible to fill in the estimated value field, but it is best to use the items for a precise breakdown of the quote.

### Can the manager reject the quote with a comment?
Yes. In the Flow, after rejection, you can include an **Ask a Question** node to collect the reason for rejection and then send a message to the salesperson with that comment. This way, the salesperson knows exactly what to adjust.

### Does the flow send the quote automatically to the client after approval?
No. Papo keeps sending under human control. After approval, the card remains in the “Approved” column as a green light for the salesperson, who decides when and through which channel to send it. This adds an extra layer of security.

### Can I have multiple approval pipelines for different types of quotes?
Yes. You can create as many pipelines as you want in Kanban. For example, one for “Service Quotes” and another for “Product Quotes,” each with its own columns and automations. Just configure independent Synapses and Flows for each pipeline.

### Do I need a specific plan to use Kanban, Synapse, and Flows together?
The Kanban, Synapse, and Flows modules are available on the Papo platform. For details about plans and features, consult the official website.

## Read also

- [How to create and set up a sales funnel in Kanban from scratch](/hc/papo/articles/how-to-create-and-configure-a-sales-funnel-in-kanban-from-scratch)
- [How to set up a support ticket system for white label reseller clients using Kanban](/hc/papo/articles/how-to-set-up-support-ticket-system-white-label-reseller-kanban)

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With Papo, you create custom approval flows without leaving the platform, ensuring that every quote sent to the client has the quality your company requires.