Approval Rules Approval rules define the conditions under which a subscription or quote requires approval before activation. This guide covers creating, configuring, and managing approval rules.
Creating Rules
Navigate to Settings → Approvals → Rules
Click Create Rule
Configure the rule:
Name : Descriptive name (e.g., “High Discount Approval”)Description : Explain when and why this rule appliesConditions : When to trigger (see below)Approval Group : Who must approvePriority : Evaluation order (lower = higher priority)
Click Save
Condition Types Discount Conditions Condition Description Discount percentage exceeds Total subscription discount % above threshold Discount amount exceeds Total discount amount above threshold Line item discount exceeds Any single line item discount above threshold
Example: Require approval when discount exceeds 25%Value Conditions Condition Description Total contract value exceeds TCV above threshold Total contract value below TCV below minimum (for deal desk review) Annual contract value exceeds ACV above threshold MRR exceeds Monthly recurring revenue above threshold
Example: Require executive approval for deals over $100,000 TCVProduct Conditions Condition Description Product present Specific product included in subscription Product absent Required product is missing Product quantity exceeds Product quantity above threshold Bundle present Specific bundle included
Example: Require product team approval when “Enterprise Support” is addedTerm Conditions Condition Description Contract length exceeds Contract term above N months Contract length below Contract term below N months Payment terms exceed Net payment terms above N days
Example: Require approval for contracts longer than 36 monthsCustomer Conditions Condition Description Customer segment equals Specific customer segment Customer is new No previous subscriptions
Combining Conditions AND Logic All conditions must be true to trigger the rule:
Discount > 15% AND TCV > $50,000
Configure by adding multiple conditions to the same rule.
OR Logic Any condition triggers the rule:
Discount > 30% OR Payment terms > 60 days
Configure by creating separate rules with the same approval group.
Rule Priority When multiple rules apply, priority determines evaluation order:
Lower numbers = higher priority All matching rules create approval requirements
Rules with same priority evaluate in creation order
Example:
Priority 1: “Executive Discount Approval” (discount > 40%)
Priority 10: “Manager Discount Approval” (discount > 20%)
A 45% discount triggers both rules, requiring approval from both groups.
Rule Scope Organization-Wide Rules apply to all subscriptions (default).
Plan-Specific Rules apply only to specific plans:
In the rule configuration, select Plan-specific
Choose which plans this rule applies to
Product-Specific Rules apply when specific products are involved:
In the rule configuration, select Product-specific
Choose which products trigger this rule
Managing Rules View All Rules
Navigate to Settings → Approvals → Rules
See all rules with their status, conditions, and approval groups
Sort by priority to understand evaluation order
Edit a Rule
Click on the rule name
Make changes
Click Save
Disable a Rule
Click on the rule name
Toggle Enabled off
Click Save
Disable rules temporarily instead of deleting them if you may need them again.
Delete a Rule
Click the three-dot menu on the rule
Select Delete
Confirm deletion
Deleting a rule does not affect existing approval flows. Active flows will continue with their current requirements.
Rule Evaluation When Rules Are Evaluated
Subscription creation
Subscription update (if pricing/terms change)
Quote creation
Quote update
Evaluation Results Result Description No approval needed No rules matched Approval required One or more rules matched
Viewing Why Approval Was Required
Navigate to the subscription or quote
View the Approval section
See which rules triggered and why
Common Rule Examples Discount Governance Rule Name Condition Approval Group Manager Discount Discount > 20% Sales Managers Director Discount Discount > 35% Sales Directors Executive Discount Discount > 50% Executives
Deal Size Review Rule Name Condition Approval Group Enterprise Deal TCV > $100,000 Deal Desk Strategic Deal TCV > $500,000 Executive Team Mega Deal TCV > $1,000,000 CEO
Term Review Rule Name Condition Approval Group Extended Terms Net terms > 45 days Finance Long Contract Contract > 36 months Legal
Product Review Rule Name Condition Approval Group New Product ”AI Feature” present Product Team Premium Support ”Enterprise Support” present Support Lead
Best Practices
Start Conservative Begin with stricter rules, then relax as you build confidence.
Use Descriptive Names Rule names should clearly indicate what they check.
Document Thresholds Keep a policy document explaining why thresholds are set.
Regular Review Review and adjust rules quarterly based on business changes.
Troubleshooting Rule Not Triggering
Verify the rule is enabled
Check that conditions match the subscription values
Confirm rule scope includes the relevant plan/product
Review rule priority (higher priority rules may be taking precedence)
Too Many Approvals Required
Review overlapping rules
Consider consolidating similar rules
Adjust thresholds if they’re too low
Use rule scope to limit applicability
Next Steps 
