What are Quote Rules and Outcomes?

Quote Rules ensure that your quotes adhere to predefined business policies, such as pricing guidelines, discount limits, and customer-specific pricing strategies.

Quote Rules allow your organization to enforce policies, standardize processes, and ensure compliance while creating quotes. By defining conditions and outcomes, you can set up rules that govern how quotes are generated based on data from Quotes, Deals, Companies, or other related objects.

Why Use Quote Rules?

Quote Rules can:

• Help ensure compliance with organizational or legal policies.

• Standardize pricing and discounting practices.

• Notify or guide users when certain conditions arise.

• Streamline the quoting process by automating adjustments to templates, pricing, and terms.

How to Set Up a Quote Rule

Follow these steps to create a Quote Rule in Quotivity:

1. Navigate to Quote Rules:

   • In the left-hand menu, click Rules > Quote Rules.

2. Create a New Rule:

   • Click the + New Rule button.

3. Define the Rule Name and Description:

   • Enter a Rule Name (required).

   • Optionally, provide a Rule Description to explain the purpose of the rule.

4. Set Conditions:

   • Choose whether the rule applies to all conditions or any condition within a group.

   • Click Add Condition Group to define multiple condition sets.

   • For each condition:

     • Select a Variable (e.g., "Deal Stage," "Quote Amount").

     • Choose a Property and an Operator to define the logic (e.g., "is greater than 10,000").

5. Select an Outcome:

   • Choose from a list of actions that will happen when the conditions are met. (Detailed descriptions below.)

6. Activate the Rule:

   • Toggle the rule to ON and click Save.

What are Rule Outcomes?

Rule outcomes are the actions that happen when certain conditions in a rule are met. Think of outcomes as the “then” part of an if-this-then-that rule. They help automate quote behavior, enforce guardrails, and improve the seller experience without requiring manual changes.

When would I use Rule Outcomes?

Let’s say your company always adds a specific legal clause when quoting international customers. Or maybe you want to block reps from quoting a product without approval if it’s over $50,000. Rule outcomes let you automate these types of actions so reps can focus on selling — not remembering rules.

Full List of Rule Outcomes and What They Do

Add Collection

Automatically adds a collection of products to the quote. Collections group products together for specific sales to make quoting faster and more consistent. You can have sales reps choose collections to add or you can create rules to automatically add a group of products to the quote when certain conditions are met. 

Example: Add a “Support Package” collection when a customer selects an Enterprise license.

Example: If we have a particular set of line items we quote frequently, make a collection so sales reps can choose to add those products to the quote in one click. No more manually adding each product in. 

Add Line Items to Quote

Inserts specific line items (products or services) into the quote based on rule logic.

Example: Add a training session line item when the customer selects a premium implementation package.

Add One-time Discount(s)

Applies a one time discount to the entire quote (not recurring).

Example: Apply a 10% one-time discount for nonprofit customers.

Add One-time Fee(s)

Adds a fixed fee to the quote that only applies once, like setup or shipping costs.

Example: Add a $500 implementation fee for new customers.

Example: Add a $14.99 shipping fee for all US customers, and a $18.99 Shipping fee for all customers outside of the US. 

Add One-time Tax(es)

Applies a tax amount or percentage once per quote (non-recurring). You can use this to meet special compliance needs.

Example: Apply a 6% environmental tax for hardware items shipped to California.

Example: Apply a 9% Sales tax for all customers in New York and a 7% Sales Tax for Customers in Indiana, Pennsylvania, and Texas.

Block

Prevents the quote from being submitted until the issue is resolved.

Example: Block quote submission if the discount exceeds 40% and no approval has been granted.

Example: Block quote submission if the required products for a particular software or manufacturing item are not on the quote. 

Insert Template Terms

Injects a specific terms and conditions template into the quote and automatically display them in the Comments to Buyer or Payment Terms section of the quote. 

Example: Add a “Data Privacy Terms” template for quotes including healthcare products.

Example: Add Annual Payment Terms for quotes that have annual products or display Monthly Payment Terms for quotes that have monthly products. 

Notify

Sends a notification message in the quote builder to remind or guide the sales reps during the quote building journey. 

Example: Remind the sales reps to always add an implementation plan to all Enterprise software deals. 

Example: Remind the sales reps to always add an implementation plan to all Enterprise software deals. 

🧑‍💻 Prompt User

Displays required deal fields for sales rep to fill out prior to submitting a quote. 

Example: if a sales rep adds a discount we can prompt them to fill out a discount reason.

Example: if sales reps need to fill out a deal type ie. Enterprise, we can prompt them to upload a custom MSA file and attach it to the quote. 

Require Approval

Triggers a quote approval workflow before the quote can move forward.

Example: Require approval if the quote includes over $100,000 in total discounts.

Example: Require approval if the quote was built by a new sales rep

Example: Require approval if the overall discount was more than 25%

✍️ Set Countersigner

Assigns a specific countersigner for the quote, such as legal or finance.

Example: Set the CFO as countersigner for quotes over $250,000.

📘 Set Price Book

Automatically switches the quote to a specific Price Book.

Example: Setting the “Government Pricing” price book for quotes involving federal agencies.

Example: Use the “Hardware” price book for customers who only are looking for hardware products. 

🌍 Set Quote Language

Sets the language for the quote’s output — helpful for international customers.

Example: Automatically set the quote language to French when the billing country is France.

Set Quote Template

Chooses a specific template for the quote layout and content.

Example: Use the “Reseller Template” for channel partner quotes.

Example: Use the “Proposal Style Template” for deals over $100k

Update Line Items

Changes product property values (like quantity, discount, etc.) on existing line items in the quote.

Example: When customers buy two enterprise products automatically discount the onboarding package 50%

Example: Auto-set quantity to 4 for a required SKU such as "Wheels" when the main package is Honda Civic.

Example: Automatically delay billing 90 days when customer gets a 3 month free promo.