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Approve orders for your customer

Learn how to review and approve pending orders

Dec 11, 2025

On this page:

  1. Overview
  2. Understand the order approval workflow
  3. Adjust order approval settings
  4. Order Approval settings
  5. Approve an order
  6. Review rejected orders

Overview

The Order Approval lets admin users and sales reps review and approve orders before they are submitted. This helps ensure accuracy and control over what gets ordered. Your customers can still manage and approve orders on their own.

Follow these steps to review and approve an order.

Understand the order approval workflow

By default, Enable Order Approval is toggled OFF on all Order Guides. That means there’s no approval workflow — orders placed by any team member are sent to the supplier immediately.

When Enable Order Approval is toggled ON, the following workflow applies:

  1. An employee creates an order: the employee selects items from the Order Guide and checks out as usual.
  2. Admins are notified: all Admin users on your customers' account receive an email notification with a link to the approval page. The order also appears in the Approvals tab of the app.
  3. An Admin reviews the order: the Customer Admin, or a sales rep, opens the pending order and chooses to Approve or Reject it.
  4. Order confirmation: once approved, the order receives the normal confirmation screen and is submitted to the supplier.

Tip: If the order cut-off time has already passed, the order will appear as Overdue. The system will automatically update the Delivery Date to the next available delivery day.

 

You can enable the order approval workflow in the Order Guide settings. 

Adjust order approval settings

1. In the Customer tab, select an account in your customer list.

Tip: If you have many customers, consider using the Search field to find it. Parent accounts will have a Parent tag on it. 
 

2. Navigate to the Order Approval section in the customer profile. Then click the purple pencil icon to view and edit the settings. 

3. Adjust the settings. Then click Save. 

Order Approval settings

Order approval type lets you choose which user roles can approve submitted orders. 

  • General approval (default): it allows both operator and distributor users to approve orders.
User Submit order Needs approval Can approve or reject Receives email
Operator employee ✅ ✅  ❌ ❌
Operator manager ✅ ❌ ✅ ✅
Operator admin ✅ ❌ ✅ ✅
Distributor sales rep ✅ ❌ ✅ ✅
Distributor admin ✅ ❌ ✅ ✅
  • Operator exclusive approval: only operator users are able to approve orders. Distributor users can submit and view orders, but can't approve or reject them.
User Submit order Needs approval Can approve or reject Receives email
Operator employee ✅ ✅  ❌ ❌
Operator manager ✅ ❌ ✅ ✅
Operator admin ✅ ❌ ✅ ✅
Distributor sales rep ✅ ❌ ❌ ❌
Distributor admin ✅ ❌ ❌ ❌
  • Distributor exclusive approval: only distributor users are able to approve orders, enforcing mandatory distributor oversight. Operators can submit and view orders, but lose their ability to approve or reject them. 
User Submit order Needs approval Can approve or reject Receives email
Operator employee ✅ ✅  ❌ ❌
Operator manager ✅ ✅ ❌ ❌
Operator admin ✅ ✅ ❌ ❌
Distributor sales rep ✅ ❌ ✅ ✅
Distributor admin ✅ ❌ ✅ ✅

Newly created order guides enables the order approval workflow by default to all new order guides. 

Existing order guides lets you choose which order guides should have the approval workflow enabled. 

 

 

Approve an order

1. Select Approvals from the navigation menu.

2. Click on the order to review and approve it.

3. Select Approve & Submit Order if everything looks good, or select Reject to cancel that order.

Tip: you can add products or make adjustments to the order before you submit it. 

 

Review rejected orders

1. Select Approvals from the navigation menu.

2. Click Rejections.

3. Select an order to review it. 

approve orders

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