If you’re reading this, you probably deal (pun not intended) with sales deals big enough to make someone nervous. Maybe you’re in sales ops, a RevOps lead, or the unlucky admin who got stuck with “workflow automation” in their job description. Either way, you want to make sure large deals don’t slip through without the right eyes on them—but you don’t want to drown your team in pointless approvals either.
This guide is for you: a straight-shooting, step-by-step walk-through for configuring approval workflows for large deals in Dealhub. I’ll call out what’s worth your time, what’s just busywork, and how to avoid the traps that make salespeople hate process. Let’s get into it.
Why Bother with Approval Workflows for Large Deals?
Before you start building anything, get clear on why you need approval workflows in the first place. Here’s the honest truth:
- Sales teams hate unnecessary approvals: The more red tape, the slower your deals move.
- But skipping them can get you in trouble: Large discounts, non-standard terms, or big numbers can expose your company to risk.
- So you need a “just enough” process: Tight enough to catch risky deals, but not so tight your sales team wants to strangle you.
If your workflows are too loose, you’ll get surprises in the finance meeting. Too strict, and your reps will just find ways around the system. The sweet spot is a workflow that triggers only for truly large or risky deals, and is as fast and clear as possible.
Step 1: Define What Counts as a “Large Deal”
Don’t let anyone tell you there’s a universal threshold for a “large” deal—there isn’t. Here’s what actually works:
- Look at your historical data: What deal size made you nervous last quarter? Where did things go off the rails?
- Ask legal/finance what keeps them up at night: Sometimes it’s not just about the price—unusual terms, big discounts, certain products, or regions might also need extra eyes.
- Pick a simple rule to start: For example, “Any deal over $100,000,” or “Any deal with a discount over 30%.”
Pro Tip: Start simple. You can always add more triggers later, but trying to build an “everything and the kitchen sink” workflow up front is a recipe for confusion.
Step 2: Map Out Who Needs to Approve (and Who Doesn’t)
Here’s where most approval workflows go sideways: too many cooks in the kitchen. Don’t build something where five different VPs all have to rubber-stamp a deal “just in case.”
- Figure out who actually needs to approve: Usually it’s sales leadership, finance, maybe legal for weird terms.
- Decide if approvals should be sequential or parallel: Sequential (one after the other) is safer, but slower. Parallel (multiple at once) is faster if you trust your approvers.
- Avoid “FYI” approvals: If someone just wants to be kept in the loop, send them a notification—not an approval request.
Pitfall to avoid: Don’t include the CEO unless you really mean it. You’ll just bottleneck deals.
Step 3: Set Up Approval Rules in Dealhub
Now you’re ready to build. Dealhub’s approval engine is powerful, but if you overcomplicate things, you’ll regret it. Here’s how to set up the basics:
3.1. Access Approval Workflow Settings
- Log into Dealhub and go to the Admin or Settings area.
- Find the “Approval Workflows” or “Deal Approvals” section.
The UI changes every so often, so if you can’t find it, check Dealhub’s help docs or ask your CSM. Don’t waste 20 minutes clicking every menu.
3.2. Create a New Approval Workflow
- Click “Create New Workflow” (or similar).
- Name it something obvious, like “Large Deals Approval.”
- Add a description, especially if other admins will see this later.
3.3. Define Trigger Conditions
- Set your criteria from Step 1 (e.g., “Deal Amount > $100,000”).
- Add other triggers as needed (like “Discount > 30%” or “Custom Terms = Yes”).
- Use “AND/OR” logic carefully—too many conditions can make things unpredictable.
Keep it tight. Avoid “catch-all” triggers unless you want every deal reviewed.
3.4. Assign Approvers
- Select your approvers from Step 2.
- Choose if approvals are sequential or parallel.
- Set escalation paths (e.g., if someone’s out of office, who’s next?).
Tip: If your org is big, use roles or groups instead of individual names.
3.5. Set Notifications
- Decide who gets emails or in-app alerts when a deal enters the workflow.
- Keep notifications to a minimum—too many and people start ignoring them.
3.6. Save and Activate
- Double-check your logic and approvers.
- Test the workflow with a sample deal (more on that below).
- Activate it—don’t just leave it in draft forever.
Step 4: Test Your Workflow (Don’t Skip This)
This is where most teams cut corners and regret it later. Always test with real scenarios:
- Create a sample deal that just barely triggers the workflow.
- Walk through the approval process as each approver. Make sure notifications go out and approvals can be given or rejected.
- Try to break it: What happens if an approver is out? If two triggers happen at once? If someone rejects the deal?
- Check for confusing language: If your salespeople don’t understand why a deal is stuck, they’ll blame the tool (and you).
Pro Tip: Grab someone from sales and have them walk through the process. If they get stuck or annoyed, fix it before launch.
Step 5: Communicate with Your Team
Don’t just flip the switch and expect everyone to know what’s going on. Good communication saves headaches:
- Tell your sales team what’s changing and why. Be honest—people respect “We need this to avoid legal headaches” more than “It’s for process improvement.”
- Share a simple FAQ: When does a deal need approval? Who approves it? How long does it take?
- Explain how to escalate or get help if a deal is truly urgent.
If you skip this, expect angry emails when the first big deal gets stuck.
Step 6: Review and Iterate (Seriously, Don’t Skip This)
Your first workflow won’t be perfect. That’s normal.
- Track how many deals hit the workflow.
- Ask for feedback: Where’s it too slow? Any false positives?
- Adjust triggers and approvers as needed.
If you find your team is rubber-stamping every approval, your triggers are too broad. If deals are sneaking through that shouldn’t, they’re too narrow.
What to ignore: Fancy charts and “workflow analytics” dashboards are nice, but don’t get lost in them. Talk to your sales team first.
Real-World Tips: What Works, What Doesn’t
- Keep your triggers simple: Overthinking conditions just gives you more headaches.
- Limit the number of approvers: The fewer, the faster deals move.
- Don’t use approvals for basic deals: Save the workflow for deals that really matter.
- Automate reminders—but not too many: You want to nudge, not nag.
- Document exceptions: If you break the rules for one deal, update your workflow or at least write down why.
What to ignore: Don’t bother trying to automate every edge case at first. Human judgment is still better than a tangle of “if/then” statements.
Wrapping Up: Keep It Simple, Keep It Moving
Configuring approval workflows in Dealhub is about protecting your company without grinding sales to a halt. Focus on the deals that matter, keep the process tight, and don’t be afraid to simplify if things get messy. If you’re unsure, start small—you can always add complexity later, but you’ll never get time back from an overbuilt workflow.
Bottom line: Approvals should help, not hinder. Build what you need, launch it, and tweak as you learn. That’s how grown-ups do it.