Quote permissions and alerts reference
Look up which permission a quote action needs, and which alerts and emails quotes send to your team. To set up roles, see Create a role. To change who receives an alert, see Choose which alerts your team gets.
Permissions
Quote permissions sit in the Quotes row of the role editor at Settings → Users & Permissions → Roles. Admins have every permission, whatever their roles say.
| Permission | What it unlocks |
|---|---|
| List | The Quotes list, its KPI cards and the Templates tab |
| View | Opening a quote: its details, lines, Download PDF, the line Export, the Activity timeline, comments, documents and shipping estimates |
| Create | New Quote, Duplicate, Save as template, Use template on a template, Use on the Templates tab, and Start from template in the New Quote dialog |
| Edit | Changing a draft or revision: the Details card, lines, line Import and Bulk Edit, shipping and Request Approval. Also, in any status: the Allocation switch, Revise, Expire (single and bulk), Archive and Unarchive, posting comments, adding and removing documents, and renaming a template. |
| Delete | Bulk Delete on the Quotes list, and Delete template on the Templates tab |
| Send | Send, Mark as sent without emailing, and bulk Send |
| Accept | Accept, to record a customer's acceptance |
| Decline | Decline, to record a customer's decline |
| Create Order | Create Sales Order and Order remaining lines on an accepted quote |
| Approve Discount | Approve and Reject on a quote waiting for discount approval. People with this permission also receive the Quote Discount Approval Requested alert. |
| Export | Nothing at the moment. The Quotes list has no export, and a quote's line Export only needs View. |
What you see without a permission
Buttons and menu items for an action you can't run stay on the page but are greyed out. Hover one to see why, for example:
You don't have permission to send quotes. Ask an admin to add "Quotes → Send" to your role.
The message always names the permission to add. Some actions share one: Expire, Revise, Request Approval, Archive, Unarchive, comments and documents all name Quotes → Edit, and Duplicate, Save as template and Use template name Quotes → Create. On a phone, where there's no hover, the reason shows as a line of text under the action.
Without Edit, the lines of a draft are read-only: there's no add row, no Import and no Bulk Edit, and the Allocation switch can't be changed.
A few actions need more than one permission:
- Discount approval needs two people. The person who asks needs Edit; the person who decides needs Approve Discount and can't be the person who asked. See Approve a discounted quote.
- Renaming a template needs Edit. Saving a quote as a new template needs Create.
Alerts
Quote alerts appear in the alert bell and in Settings → Alerts & Notifications → Alert Preferences, where you can turn each one on or off and choose who receives it, by email or Slack as well as in the app. They're listed under the Quote group.
| Alert | On by default | Who receives it | When it's raised |
|---|---|---|---|
| Quote Customer Action | Yes | Admins, unless you change the recipients. Overdue requests also go to the quote's sales rep. | A buyer acts on a quote, or a request for quote goes unanswered. See Quote Customer Action wording. |
| Quote Discount Approval Requested | Yes | Everyone who can approve quote discounts, except the person who asked | Someone clicks Request Approval |
| Quote Discount Approval Decision | Yes | The person who asked for approval | A discount request is approved or rejected |
| B2B Portal Guest Quote Requested | Yes | The same recipients as new portal applications, who are also emailed | Someone without a portal account sends the public Request a quote page. See Take quote requests without an account. |
| Quote Sent | No | — | Listed in Alert Preferences, but SKU.io doesn't raise it. Turning it on has no effect. To see when a quote went out, check the Activity tab. |
Clicking an alert opens the quote.
Quote Customer Action wording
The alert's title tells you what happened. Q-… is the quote number, followed by the customer's name in brackets.
| Title | Message |
|---|---|
| Quote Requested | Name requested a quote from the B2B portal: Quote Q-… (Customer). Price it and send it. |
| Buyer Message on Quote | Name wrote on Quote Q-… (Customer). from the portal, or …from the quote link. from the emailed link, followed by the start of their message |
| Counter-Offer on Quote | Name made a counter-offer on Quote Q-… (Customer). followed by the start of their message |
| Quote Accepted | Name accepted Quote Q-… (Customer) in the B2B portal — a draft sales order was created. or Name accepted Quote Q-… (Customer) from the quote link. Create the sales order when you're ready. |
| Quote Declined | Name declined Quote Q-… (Customer) in the B2B portal. or …from the quote link., followed by their reason |
| Quote Request Awaiting Reply | Quote Q-… (Customer) has waited 5 hours for a reply. Your response target is 4 hours; buyers usually go with the first credible quote. |
| Quote Request Still Unanswered | Quote Q-… (Customer) has waited 2 days for a reply. Your response target is 4 hours — this is the last reminder. |
Quote Requested, Quote Accepted and both overdue alerts are high priority. The others are normal priority.
The overdue alerts only fire when you've set an RFQ response target in Settings → General → Quotes. Quote Request Awaiting Reply is sent once when a request passes the target. Quote Request Still Unanswered is sent once more when the request is twice the target or 24 hours old, whichever is later. The sales rep gets them only when they're active and linked to a SKU.io user. See Answer requests for quote.
The description in Alert Preferences only mentions the B2B portal. The alert is also raised when a customer accepts, declines or writes from the quote link in their email.
Discount approval wording
| Title | Message |
|---|---|
| Quote Discount Approval Requested | Name requested approval for a 25% discount on Quote Q-… for Customer. By email, the subject is Quote Discount Approval Requested — Q-…, and the email ends Please review the discount on this quote, then approve or reject it. |
| Quote Discount Approved | Your request to approve a 25% discount on Quote Q-… was approved by Name. The quote can now be sent. |
| Quote Discount Rejected | Your request to approve a 25% discount on Quote Q-… was rejected by Name. Reason: … The reason is only there if the approver gave one. |
Quote discount approvals don't appear on the Approvals page. They're handled on the quote itself.
The sales rep's email
When a quote with a sales rep is accepted or declined, SKU.io emails the rep. This is a plain email, not an alert, so it isn't in Alert Preferences and can't be turned off. It goes to the email address on the sales rep's record.
| Accepted | Declined | |
|---|---|---|
| Subject | Quote Q-… accepted | Quote Q-… declined |
| Body | Quote Q-… was accepted by the customer. | Quote Q-… was declined by the customer. followed by Reason: … when there is one |
The rep gets it whoever recorded the answer, so the email says "by the customer" even when someone on your team clicked Accept or Decline on the customer's behalf.
The rep is also copied on the quote email by default when you send. See Create and send a quote.