When you’re running a growing business, approvals—for discounts, expenses, deals, or proposals—can become bottlenecks if not properly managed. Sales reps wait for manager sign-off, managers juggle emails and spreadsheets, and opportunities get delayed.
Zoho CRM’s Approval Process feature solves this by automating your approval workflows. With a few clicks, you can create a structured, rule-based process that routes records for review, sends instant notifications, and ensures accountability.
🔍 What is an Approval Process in Zoho CRM?
An Approval Process in Zoho CRM automates the way records (such as deals, quotes, or leads) are reviewed and approved. Instead of chasing emails or having informal back-and-forths, Zoho CRM routes the record to the right approver, tracks approvals or rejections, and maintains a history of all decisions—right in the CRM.
For example:
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A deal over $10,000 can automatically go to the Sales Manager for approval.
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A quote with a discount over 20% can route to the Finance team.
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A lead marked as “Enterprise” can get flagged for VP-level review.
🛠️ How to Create an Approval Process in Zoho CRM
Here’s a simple step-by-step guide:
1. Navigate to the Approval Process Setup
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Go to Setup > Automation > Approval Process.
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Select the module you want to create an approval for (Deals, Quotes, Leads, etc.).
2. Create a New Approval Process
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Click Create Approval Process.
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Give it a name (e.g., “High-Value Deal Approval”) and add a description.
3. Set the Criteria
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Define when the approval should trigger.
Example:Deal Amount > $10,000orDiscount Percentage > 20%.
4. Add Approvers
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Choose a single approver or a hierarchy of approvers (Manager → VP → Finance, etc.).
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You can assign users dynamically (like the record owner’s manager) or choose specific roles.
5. Configure Actions
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On Approval: Update fields, send notifications, or trigger workflows.
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On Rejection: Mark the record, send back for edits, or notify the rep.
6. Test and Activate
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Run a test record through the workflow to ensure everything works.
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Activate the approval process.
🚀 Benefits of Approval Processes in Zoho CRM
1. Faster Decision-Making
No more endless email chains. The system automatically routes records to the right people, reducing delays.
2. Increased Accuracy & Compliance
Approvals ensure pricing rules, discount limits, and other policies are followed consistently—great for regulated industries.
3. Clear Accountability
Track every approval or rejection in the CRM. You’ll always know who approved what and when.
4. Improved Team Productivity
Sales reps don’t waste time chasing approvals. Managers receive real-time notifications and can approve with one click, even on the Zoho CRM mobile app.
5. Scalable Processes
As your business grows, approvals can scale with it. Create multiple approval workflows for different teams, regions, or deal types.
⚖️ Pros and Cons
| Pros | Cons |
|---|---|
| Speeds up approvals & reduces manual effort | Requires upfront time to set up |
| Ensures compliance & accuracy | Needs clean data and well-defined rules |
| Easy to customize for different teams | Can become complex if over-automated |
| Offers complete visibility and audit trails | Needs periodic review of criteria |
🔑 Final Thoughts
Implementing an approval process in Zoho CRM is a small investment of time that can save hours of back-and-forth communication, reduce errors, and accelerate deal cycles. Whether it’s for pricing, discounts, proposals, or high-value deals, automating approvals keeps your business running smoothly and professionally.
If you’d like help designing custom approval workflows for your sales or finance teams, I can create a scalable process tailored to your business needs, contact me today!