This article guides you through how to implement the Deal desk: Manage HubSpot quote approvals in Slack template.
Jump to the setup instructions
How this workflow works
Once a sales rep submits a quote in HubSpot, the system automatically identifies the correct approvers based on concessions and reporting structure. Approvers receive notifications in Slack, where they can review and take action—approve, reject, or request changes. If approvals are delayed, the system follows up automatically to keep deals moving. This template provides a fully customizable workflow, allowing teams to configure multiple approval levels, automate reminders, and track approval status—all in one place.
Products, by Zapier tools, and apps used

This template is a great starting point, but you can customize the workflow —adjusting apps, triggers, actions, or conditional logic—to suit your specific needs.
Requirements
To use this template, you must have:
Assets | Plan requirement | Number of products |
Zaps | A paid Zaps plan or an active trial | |
Tables | A free or paid Tables plan | 4 table(s) available |
Learn more about Zapier plans.
Step by step instructions
Before you start
Define concessions
- Collaborate with your teams to compile a list of concessions (e.g., discounts, extended payment terms).
- Note down what the concession is, what options need or don't need approval, and who the approver is.
Configure HubSpot
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Set up concession Deal properties
- Ensure each concession has its own Deal property with all available options listed as options to select.
- Reps must fill these out before generating a new quote.
- Tip: We recommend using HubSpot Playbooks to easily populate them.
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Configure quotes
- Ensure quote styling follows brand guidelines.
- Turn on the quote approval feature in HubSpot.
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Set up HubSpot workflow
- Create a HubSpot workflow that triggers when a quote is "Pending approval"
- Set up two branches.
- Branch 1 | requires approval: Configure this branch so that quotes that don't meet your standard terms, pre-approved terms go down it
- Set up two branches.
- Create a HubSpot workflow that triggers when a quote is "Pending approval"
- Set the quote approver to anyone on your sales team. It doesn't matter who as long as it isn't a rep (we'll approve the quote via an API call later in the workflow)
- Send a webhook containing the following deal details
- Quote metadata: deal description, deal ID, Hubspot quote owner email, deal name, quote ID, owner ID
- Your concessions: list your concessions as individual properties.
- Important: The values on the left must exactly match the concession keys in your concession matrix table.
- Note: You’ll come back to this workflow later once you have your Webhook URL
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Branch 2 | doesn't require approval: Quotes that don't meet the first branches criteria go down it
- After the branch, set the quote status to approved
Set up your Slack channel
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Create a Slack channel
- Set up a dedicated channel for managing quote approvals (e.g., #quote-approvals).
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Add team members
- Invite all sales reps and approvers to the channel.
- Optionally, integrate this workflow into an existing #deal-desk channel.
Set up your workflow
To activate this workflow, follow these steps:
Add approval roles to the approval roles table
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Set up the approval roles table
- Add each role, and mark it as either static or reporting line
- Static: the same person approvers that concession for everyone. Only one person can hold this role.
- Reporting line: the approver changes depending on who you report to. We'll go up the reporting line, starting with the rep, until we find someone who's role matches the approval role.
- Add each role, and mark it as either static or reporting line
Set up your team directory
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Populate the directory
- Add the email addresses of all team members involved in the approval process (both reps and approvers).
- Click Lookup Info to automatically pull their name, Slack ID, and HubSpot ID.
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Assign roles and approvers
- Select roles from the dropdown. This record is linked to the approval roles table. To add new roles, add them there.
- Give each individual approval roles as relevant.
- Note: For static approval roles, only select one approver. The Zap will return the first approver it finds in the list.
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Fill out "managed by"
- Select the manager for each rep, and their manager, until you get to the highest person who is an approver.
- This set up helps the Zap determine who the approver should be for approval roles marked as "reporting line".
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Set up backup approvers (optional)
- Designate backup approvers for when team members are out of office.
- Consider syncing with an HR system or calendar tools (e.g., Google Calendar, BambooHR).
Set up your concessions and approval roles matrix table
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Add concessions
- Add a new row for each available option for each concession.
- Each concession should have both a key (which exactly matches what we receive from HubSpot) and a label.
- Ensure concession keys match exactly what you're sending from HubSpot.
- Make sure that booleans (true / false) are in lower case
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Select approvers
- Select the role that needs to approve that specific concession. You can have different approvers for the same concession type, but different concession values. For example, the approvers could be
- Discount ➡️ available concession = 20% ➡️ approver = Manager
- Discount ➡️ available concession = 50% ➡️ approver = VP
- Select the role that needs to approve that specific concession. You can have different approvers for the same concession type, but different concession values. For example, the approvers could be
Set up your Zap that kicks off the approval process
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Navigate to “Create new quote on quote status tracker table” Zap
- Copy the Zapier webhook URL from the first step of this Zap and paste it into the webhook step in your HubSpot workflow. This tells HubSpot where to send information.
- Copy the Zapier webhook URL from the first step of this Zap and paste it into the webhook step in your HubSpot workflow. This tells HubSpot where to send information.
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Turn on your HubSpot workflow
- Ensure your HubSpot workflow is enabled.
Configure the rest of your Zap
- Navigate to each Zap on the Canvas and follow the setup instructions. You'll need to select which app connection to use and add in any custom data for your organization.
Editing instructions by product type
Edit steps: Click the arrow icon. This will open a new window with the Zapier product for you to edit.

Click View Note on each associated step to view detailed information. These notes provide an overview of the step’s function and include specific instructions on how to set it up.
For your Zaps:
- Edit Zaps: Review each Zap step. Look for the notes icon within each step for specific guidance and instructions.
- Connect apps: Add or select which app connection you want to use.
- Customize data: Input any custom data specific to your organization.
- Publish Zap: Click Publish in the upper right to turn the Zap on.
For your tables:
- Modify fields: (Optional) Change the data type for existing fields. Changes are saved automatically.
- Share access: (Optional) Share access to the table with other members.

You can come back to your template any time to continue working on it. It will be available from the Canvas home.
Test your workflow
Try different real-life scenarios to make sure everything is working smoothly. Here are a few to get you started:
- React with an emoji to indicate that the quote was approved.
- Try different combinations of approvers.
- Confirm that the out-of-office fallback works as expected.
- Test the process end-to-end as if you were a sales rep.
Learn more about:
Once your testing is complete, your AI-powered IT help desk ticketing system will be ready to publish and roll out to your team!
Troubleshooting
If you encounter any issues while setting up your template, refer to the following resources for troubleshooting steps: