NirmaanOne Help
How-toReviewed 2026-09-29

Approve or reject an estimate

Find an estimate that is awaiting approval from the approvals inbox or your task, review its price and payment plan, and approve it so it can be booked or reject it with comments for the team to revise.

Approve or reject an estimate

Every estimate is approved before it can be booked, whatever its price: the approver sees the locked price and the finalized payment plan together and either approves, so the salesperson can book, or rejects with comments, so the team revises it. There is no separate "discount" approval; overrides are simply visible on the estimate with their reasons.

Before you start

  • An estimate is Pending Approval: the team has finalized its price and plan (Finalize an estimate and request approval). You were told by the notification "Approval requested: Unit <unit>, Rs <total>" and, if you are the least-loaded Sales Manager, by the high-priority task "Approve estimate for Unit <unit>: <name>" due tomorrow (from the rule "Estimate approval requested (system)").
  • You need the Approve permission on Estimates (with View to see the list): in the default roles the Administrator, the Finance Lead and the Sales Manager. The Sales Executive can't approve. Without the permission the Approve and Reject buttons aren't shown at all.
  • The app doesn't stop the person who requested approval from approving their own estimate; your organization's practice decides who decides.

Steps

  1. Open Estimates in the CRM sidebar group and click Awaiting approval at the top of the page (the list opens on All estimates, so switch). The inbox lists every estimate that is Pending Approval: Buyer (name and phone), Project / unit, Version ("v<n>", the plan name or "Manual pricing"), Total ("Valid until <date>"), Status (with the opportunity's stage), Requested by (who asked and when) and Created. Filter by Project or search "Search by buyer, phone or unit". When nothing is waiting it reads "Nothing is waiting for approval". See Estimates. Alternatively open the task on Tasks: its Linked to column links straight to the estimate.
  2. Click the buyer's name, or the row's Open icon, to open the estimate. Review:
    • Charges: every line by charge group with Basis, Plan rate, Rate, Qty, Amount, GST and Total; a line that departs from the plan carries an Override badge with its reason, a line outside the plan an Added by hand badge, and each group closes with its sub-total, GST and total.
    • Payment plan: the finalized plan ("v<n> · <summary>") and Schedule preview (assuming a booking today).
    • Unit & plan: the unit and its status, the pricing plan, parking slots, Valid until and the Unit hold ("Held for this buyer until <date>; no other estimate can be sent on it.").
    • Approvals: the open request, "requested by <email>" with the time.
    • Notes and the opportunity's requirements (the breadcrumb opens the opportunity). Approve and Reject sit in the page header. The inbox row has the same two actions as icons (tooltips "Approve" and "Reject") if you'd rather decide from the list.
  3. To approve, click Approve. The dialog "Approve estimate?" reads "Version <n> becomes Approved and can be booked." with Comments (optional). Click Approve. You see "Estimate v<n> approved." The badge reads Approved, the Approvals card shows the request as Approved, "approved by <email> on <time>", with your comments, and Book appears in the header for anyone with the Create permission on Bookings.
  4. To reject instead, click Reject. The dialog "Reject estimate?" reads "Version <n> is sent back as Rejected; the team can revise it or request approval again." with Comments (required; Reject stays greyed out until you type). Say what should change. Click Reject. You see "Estimate v<n> rejected." The badge reads Rejected and the page shows "Rejected: <comments>. Revise with a new version or request approval again."
  5. Back on Tasks, mark the "Approve estimate for Unit <unit>: <name>" task done with its tick icon (Mark done). Deciding on the estimate doesn't close the task for you; only cancelling the estimate, or marking the opportunity lost, does.

What happens next

  • Approved: the rule "Estimate approved: tell the salesperson (system)" notifies whoever created the estimate ("Estimate approved: Unit <unit>", "Price and payment plan approved. You can book now."). The opportunity stays at Approval until it is booked: Book a unit. The unit and parking slots stay Reserved For Buyer only until the estimate's Valid until date; an approved estimate that isn't booked by then expires the next day and the unit goes back to stock, so the team may Extend validity with a reason.
  • Rejected: the rule "Estimate rejected: tell the salesperson (system)" notifies the creator ("Estimate rejected: Unit <unit>", "Open the estimate to read the remarks and raise a new version."). The team either makes a New version (a new price; the rejected version becomes Superseded when it is saved), versions the payment plan and finalizes it, or, if you reconsidered, clicks Request approval on the same version. See Revise an estimate after a rejection or a change of terms. The unit stays held for the buyer while the rejected estimate is live.
  • Your decision, the time and your comments stay on the Approvals card of that version and on the opportunity's timeline ("Estimate v<n> approved: <comments>").
  • If the team finalizes a new plan version on an Approved estimate before booking, the estimate returns to Pending Approval and lands in your inbox again with the new terms. If a Draft plan already existed when you approved, the estimate can't be booked until that plan is finalized, which does the same.

If something goes wrong

  • Approve and Reject aren't shown on an estimate that looks pending, or the dialog answers "This estimate is not awaiting approval.": someone else decided already, the estimate was cancelled or superseded by a new version, the opportunity was marked lost, or the estimate expired. Refresh the page and check its status. If it was cancelled or the opportunity was lost, your "Approve estimate" task is already Cancelled, with "Closed automatically: estimate v<n> was cancelled." in its description (the rule "Estimate cancelled: close its open tasks (system)"). A version that was superseded or expired while it waited can stay listed under Awaiting approval with its new status and no Approve or Reject icons; decide on the opportunity's current version instead. See Estimate not current or in the wrong status (trouble.sales.estimate-not-current).
  • The Awaiting approval tab is empty but you were notified: the estimate may have moved on since; find it under All estimates with Status = Pending Approval or by the buyer's name.
  • The buttons never appear for you, or the row's icons are missing: your role lacks the Approve permission on Estimates. See No permission (trouble.common.no-permission).
  • Reject stays greyed out in the dialog: comments are required on a rejection; type them first.

Related

  • EstimatesScreen

    Every priced offer across projects, with an approvals inbox where approvers accept or reject estimates awaiting a decision and an all-estimates view with status and version filters.

  • EstimateScreen

    One estimate version: its charges by group, payment plan, approvals, unit and parking hold and validity, with the lifecycle actions to send, finalize, request approval, approve or reject, extend, cancel, version and book.

  • TasksScreen

    Follow-ups for you and your team: add tasks by hand or let workflow rules raise them, link each to the record it is about, assign it, and mark it done.

  • NotificationsScreen

    Your in-app inbox: every message the workflow rules sent you, newest first, with links to the records they are about and a way to mark them read.

  • Opportunity (Overview tab)Screen

    One buyer's enquiry on one project: who they are, what they want, the current estimate, the latest activity, documents and tasks, with the pipeline actions (estimate, assign, book, mark lost, reopen) in the header.

  • RulesScreen

    Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.

  • Finalize an estimate and request approvalHow-to

    Lock the estimate's price and finalize its payment plan so an approver sees both together: from the wizard's Review & finalize step in one go, or from the estimate page with Finalize pricing and Finalize plan.

  • Revise an estimate after a rejection or a change of termsHow-to

    Change a locked estimate the right way: a new version for a different price, unit or parking (the old version is superseded), a new payment plan version when only the terms change, or a fresh approval request on the same version.

  • Book a unitHow-to

    Turn an approved estimate into a booking: review what was approved, add the co-applicants and their shares, set the booking date and book, then record the agreement details and any co-applicant who joins later.

  • Price a unit for a buyerHow-to

    Create the first estimate on an opportunity: pick the unit on the availability grid, any parking slots, a unit pricing plan or hand-added charges with overrides and GST, set the validity and save it as a draft.

  • Estimate versions, price lock, overrides and the approval gateConcept

    Every priced offer to a buyer is a numbered version of the opportunity: a Draft is edited in place, any later price change is a new version that supersedes the current one, the price is locked when finalized, and every estimate must be approved before it can be booked.

  • Estimate validity and the unit holdConcept

    A sent estimate holds its unit (and the parking slots it picked) for that buyer until its Valid until date; the hold starts on sending, can be extended with a reason, and an hourly job expires the estimate and frees the unit the day after the date passes.

  • Opportunity stages, lead sources and system activitiesConcept

    An opportunity moves through Lead, Estimate, Approval and Booked (or Lost) only through the actions taken on it; every move is written to its stage history and its timeline, where locked system activities sit beside the calls and visits the team logs.

  • Estimate action refused: not the current version, or the wrong statusTroubleshooting

    Estimate actions apply only to the current (highest live) version and only in certain statuses: a Draft is edited, a Draft or Sent version is finalized, a Pending Approval one is approved, the current Approved one is booked; anything else is refused and usually means the page is stale or an older version is open.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.

  • SellGuide

    The sales flow from lead to handover: readiness, opportunities, estimates and payment plans, approval, booking, termsheet, schedule changes, possession, and email campaigns.