Smart Approvals

Auto-approve a quote at a step it has already cleared, so a resubmit does not wait on that approver again.

This feature requires an Enterprise plan.

Overview

Smart Approvals clears an approval step automatically when this quote was already approved for the same HubSpot workflow action. A resubmitted quote does not sit with approvers for steps it has already passed. Approvers and the quote owner are not notified. The deal timeline and the review history are the record.

The setting is off until an admin turns it on. Turning it off and back on does not erase approval history.

Turn it on

1. Open Settings → Approval & Review → Smart Approvals.
2. Check Enable Smart Approvals.

The page is visible on Enterprise (and Trial, which includes Enterprise features). It stays hidden on Pro.

What matches

Quotivity matches the same quote and the same HubSpot workflow action:

• The workflow must be the same.
• Both records must include HubSpot’s action id, and that id must match.
• A record with no action id does not match. The action’s place in the workflow is not used, because two different actions can share that place.

A rejected step, an open request, or a recalled request does not count. A quote cloned from another quote starts with no approval history. Approvals recorded before Smart Approvals shipped have no workflow or action id, so they do not match.

Smart Approvals does not compare what changed on the quote. Design the workflow so a step that should always be reviewed is a different action, or leave the setting off.

What people see

• The review history shows Auto-approved and the date. It does not list an approver, and it does not show a review request for that step.
• The HubSpot deal timeline card reads auto-approved and records Auto-approved: Yes. A person approving still reads approved by their email, with Auto-approved: No.
• No email or Slack message goes to the approver or the quote owner.
• Auto-approved steps are left out of approval time, request counts, and approval rate.