Hierarchical approvals, simplified: apply only the first matching approval rule

Quotivity’s approvals were built to handle the real-world complexity of quoting—without forcing admins to maintain an overly complicated ruleset. You’ve always been able to create detailed approval logic in HubSpot + Quotivity while keeping the setup manageable.

But there was one pattern that could still be tricky to implement cleanly:

Hierarchical approval processes

In a hierarchical model, only one approver should be required, based on the size or risk of the deal. For example:

• If discount is small → Sales Manager approves
• If discount is medium → VP Sales approves
• If discount is large → CFO approves

The challenge is that multiple “Require Approval” rules can be true at the same time.  Without extra guardrails, the system may evaluate multiple outcomes—and you end up with approvals that are duplicative, confusing, or routed to the wrong level.

What’s new: “Apply first matching approval only”

We’ve added a new option to the Require Approval outcome: Apply first matching approval only

When checked, only the highest-priority Require Approval rule that evaluates to true is applied. After that, no additional approval outcomes are evaluated.

In plain terms: the quote triggers exactly one approval path—the right one.

Why this matters: predictable routing and less admin overhead

This single checkbox makes hierarchical approvals straightforward because it lets you:

• Orchestrate approvals with simple, readable rules
• Guarantee requests go to the correct approver
• Avoid stacked approval outcomes when multiple rules match
• Reduce “exception” rule gymnastics and maintenance over time
• Keep your process scalable as your pricing policies evolve

For admins, it means fewer edge cases and less time spent troubleshooting “why did this go to both people?”

For approvers and reps, it means fewer delays and less ambiguity.

A practical example: discount-based hierarchy

Let’s say you define these approval rules (ordered by priority):

1. CFO approval if discount ≥ 25%
2. VP Sales approval if discount ≥ 15%
3. Sales Manager approval if discount ≥ 5%

On a quote with a 27% discount, all three rules are technically true. But with Apply first matching approval only enabled on the Require Approval outcome, only rule #1 applies—and the request goes straight to the CFO.

No extra steps. No duplicate approvals. No confusion.

How to use it

1. Go to your approval rule setup (where you configure quote rules and outcomes).
2. Choose the Require Approval outcome.
3. Check Apply first matching approval only.
4. Ensure your rules have the right priority order (highest authority / highest threshold first).

That’s it. You’ve created a clean hierarchical approval flow.

When you should enable it

This option is ideal when:

• You want one approver selected based on thresholds (discount, margin, ARR, term length, etc.)
• You’re building a tiered approval ladder
• You want to avoid approvals being triggered by multiple overlapping conditions

If your process truly requires multiple approvals (e.g., Finance and Legal), you may choose not to enable it for those paths.

Bottom line

Approvals work best when they’re clear, consistent, and fast. This update makes hierarchical approvals easy to implement and easy to maintain—while ensuring every request routes to the right person the first time.