Approval workflow
How manager approval and approval rules control deal graduation.
Approval is the manager sign-off step that lets a draft become a live sold deal. Approval rules can also require key details before a deal moves into Sold, Awaiting delivery, or Delivered.
Where to find it
Use Sales Log -> Drafts to review drafts and open Approval rules.
Use the deal page to complete the Manager check on a specific deal.
How it works
1. A deal starts as a draft
Most new write-ups start in Drafts. A draft does not enter the sales log until these checks are complete:
- Customer signed
- Deposit paid
- Manager approved
2. A manager approves the deal
Manager approval is the manager check on the draft or deal page. When that check is completed, Autopilot validates the dealership's approval rules for the Sold step.
If the customer signed and deposit paid checks are also complete, the deal moves into the sales log and pipeline.
3. Approval rules may block the move
Approval rules define which fields must be filled before a deal can move forward.
Rules can apply to:
- Sold
- Awaiting delivery
- Delivered
If required details are missing, Autopilot shows a Required details before approval message with the missing fields.
4. Fix missing details
Open the deal or quick edit, fill the required fields, then try the approval or status move again.
Approval rules
People with approval-rule permission can open Approval rules from Drafts.
For each gated status, choose the fields that must be complete. Available fields are grouped by customer, joint purchaser, vehicle, pricing and rebates, finance and F&I, dates and delivery, workflow checks, and notes.
Save each status after changing its required fields.
Important details
Manager approval is the sign-off
The Manager check is the approval that lets the draft graduate once the other checks and required fields are complete.
Finance status is separate
Finance progress is tracked separately from the main approval and lifecycle status.
Editing can send a deal back
If a pending deal is edited under the dealership's approval settings, saving changes can return it to Drafts so it can be reviewed again.
History is recorded
Approval, status changes, returns to Drafts, and required-field blockers are reflected through the deal workflow and audit history.
Troubleshooting
Approval is blocked
Read the Required details before approval message, fill the listed fields, then try again.
The manager check is not editable
Manager approval is permission-gated. Ask someone with manager sign-off permission to approve the deal.
A deal moved back to Drafts after editing
The dealership may be set up so edits to pending deals reset approval. Review the changes, then complete the approval workflow again.