Looking for the classic experience? See Conditional approvals with quote builder (classic experience).
Availability: Business* and Enterprise plans
*Conditional approvals are available as a paid add-on on Business.
Note: This feature is rolling out gradually. If you don't see it in your account yet, please contact our Support team.
Conditional approvals let you route a document to an approver only when specific quote values meet the rules you set on the template. In addition to document value and discount rules, you can now build conditions from All Quotes discount totals, a specific quote block, or column values inside a quote section (standard or custom columns).
If the conditions are not met when someone submits the document for approval, that approver is skipped and the document continues to the next workflow step.
Who this is for
Admins and Managers who set up approval workflows on templates (and documents). Members can set up approvals on templates only.
What you need
Approval workflows enabled
The new template workflow experience (Build your workflow), or approvals via File → Roles
At least one quote (Quote Builder) block in the template
Condition sources you can use
All Quotes — applies discount checks across all quotes in the document:
Any line item discount
Section subtotal discount (discount applied to a section subtotal)
Quote subtotal discount (discount applied to the quote subtotal)
Total discount (sum of all discounts across levels; flat amount only)
A specific quote block (for example Quote 1, Quote 2) — the same four discount conditions, scoped to that quote only.
A quote section (for example Quote 1 · Software subscription) — all columns added to that section, standard or custom, hidden or visible, as any value in column conditions:
Number / currency columns: Equals, Not equals, Greater than, Less than
Text columns: Contains, Not contains
Note: A section column condition is true if at least one line item in that section matches. It does not require every row to match, and it is not tied to a specific row position.
Also available:
Document value
Quote variables (PandaDoc CPQ, where available)
Document variables (text operators)
You can combine multiple conditions for the same approver with AND or OR. Only one operator type can be used across all conditions for the same approver.
Tip: All Quotes means the rule looks across every quote in the document. To limit a rule to one quote or one section, choose that specific Quote or Quote · Section group instead.
How to set up conditional approvals
Add a Submit for approval step
Open your template in the new experience.
In Build your workflow, select + Add step.
Choose Submit for approval. Place this step before Send document.
Add an approver
Open the Submit for approval step.
In Add approver or group, search for a person or group.
Select the approver (or create an approval group).
Add a condition
Next to the approver, open the ⋯ menu.
Select Add condition.
Tip: Leave an approver without conditions if they should review every document.
Configure the condition rules
In the Conditions panel:
Choose a source from All Quotes, a specific quote, or a Quote · Section · Column path.
Choose an operator.
Enter the value to match.
Optionally select + Add condition.
Choose AND or OR between conditions.
Select Done.
Review conditions on the approver
The approver row shows a conditions badge (for example 4 conditions). Open it to review Send for approval if:
The lightning badge shows how many conditions are attached to the approver.
The summary lists each rule, including the quote and section path when the condition targets a specific quote field.
What senders and approvers see
When conditions are met
The guided flow shows Send to approvers.
The document needs internal approval before it can be sent to recipients.
The configured approver receives the request.
Approvers open the document and choose Approve or Reject.
When conditions are not met
That conditional approver is skipped. The document can move to the next workflow step without waiting for them.
Conditions are evaluated when the document is submitted for approval, based on the current quote values.
Examples
Discount across all quotes
Under All Quotes, Total discount is greater than $500
Discount on one quote only
Under Quote 2, Total discount is greater than $500
Section quantity
Quote 2 · Implementation Services · Quantity is greater than 1 (true if any line item in that section has quantity greater than 1)
Text match on a description column
Quote 2 · Training and Enablement · Description contains onboarding
Good to know
Currency for money conditions is inherited from the quote currency.
Name quote sections so condition labels are easier to read. Unnamed sections may appear as Section 1, Section 2, and so on.
Hidden columns can still be used in conditions.
If a quote, section, or column used in a condition is later removed, the selector may appear empty and that part of the rule may stop matching. Review approval conditions after editing quote structure.
Not in this release (planned later): line item selected status, additional section/quote totals beyond the discount set above, and empty / not empty checks for quote column conditions.