Team Collaboration Workflows

When multiple people create quotes, you need clear workflows. This guide covers how to structure your team in Quotejam for effective collaboration.

Understanding Roles

Quotejam has four assignable roles (Owner, Admin, Manager, Sales) with different permissions:

Sales

Best for: Individual contributors who create quotes

Can do:

• Create and edit their own quotes
• View and manage their assigned customers
• Access the product catalog (read-only)
• Submit quotes for approval

Cannot do:

• Approve quotes
• Edit other users’ quotes
• Access settings or configuration
• See cost prices

Manager

Best for: Team leads, sales managers, branch managers

Can do:

• Everything Sales can do
• Approve quotes from their team
• View team members’ quotes and customers
• Access the Projects page

Cannot do:

• Change organization settings
• Create or edit products
• Manage team members or billing

Admin

Best for: Operations managers, system administrators

Can do:

• Everything Manager can do
• Add/remove team members
• Manage all organization settings
• View all quotes across the organization
• See cost prices

Owner

The account creator. Has all Admin permissions plus:

• Cannot be removed from the organization
• Full access to everything

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Common Team Structures

Small Team (2-5 people)

Typical setup:

• 1 Owner/Admin
• 2-4 Sales users

Workflow:

• Sales creates quotes independently
• Owner/Admin spot-checks and handles settings
• Approval workflows for discounts above your threshold

Medium Team (5-15 people)

Typical setup:

• 1-2 Admins
• 2-3 Managers (regional leads)
• 10+ Sales users

Workflow:

• Sales creates quotes in their region
• Managers approve discounts in their area
• Admins handle exceptions and organization-wide settings

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Setting Up Approval Workflows

Why Use Approvals?

Approval workflows catch problems before they reach customers:

• Excessive discounts
• Below-cost pricing
• High-value deals that need a second look

Recommended Starter Rules

Rule	Trigger	Approver
High discount	Discount > 15%	Manager
Large deal	Quote > $50,000	Admin

Start simple. You can always add more rules as patterns emerge.

See Approval Workflows for detailed setup.

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Quote Visibility

Each role sees different data:

Data	Sales	Manager	Admin/Owner
Own quotes	Yes	Yes	Yes
Team quotes	No	Yes	Yes
All org quotes	No	No	Yes
Cost prices	No	No	Yes
Customer access	Assigned only	Team + unassigned	All

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Communication Best Practices

Notes vs Internal Notes

Quotejam quotes have two separate notes fields:

Notes — Visible to customers on the portal and PDF. Use these for information the customer should see:

• Payment instructions or special terms
• Delivery timelines or conditions
• References to previous conversations

Internal Notes — Hidden from customers, visible only to your team. Use these for private communication:

• “Customer prefers email over phone”
• “Competitor quoted $X — we’re matching”
• “Needs to close by end of month”

Notifications

Quotejam notifies the right people automatically:

Event	Who’s Notified
Quote needs approval	Assigned approver
Quote approved	Original creator
Quote rejected	Original creator
Customer acknowledges	Quote creator
Customer leaves a comment	Quote creator

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Tips for Managers

Stay Visible, Not a Bottleneck

Approvals should be fast:

• Check your notifications regularly
• Approve or reject promptly with clear feedback

Use Projects for Visibility

For major opportunities:

• Create a project for big deals
• Link all related quotes
• See all your team’s quotes in one place

Coach, Don’t Just Approve

When reviewing quotes:

• Add notes explaining adjustments
• Share learnings with the team
• Note patterns in pricing or discounting

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Tips for Sales Reps

Work the System

Approvals exist for good reasons:

• Submit quotes early if approval might cause delay
• Explain your reasoning in notes
• Ask your manager before quoting unusual deals

Keep Things Updated

• Update quote statuses promptly
• Link quotes to projects so your team has visibility

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See also: Team Management for detailed role and permission setup, and Settings & Customization for configuring your organization.

Need help setting up your team workflows? Contact support@quotejam.com.