Give your team room to negotiate without giving away the margin. With discount approvals on, every role can discount up to its own limit, approvers included. Anything bigger waits for someone whose limit covers it. Only clinic admins have no limit.
Set the limits
- Go to Treatment Setup → Treatment Plan Settings and find the Discount approvals card, next to Deposit after acceptance.
- Switch on Require approval above the limit.
- For each role, set Max % and, if you want, a Max amount in each of your currencies. When a role has both, the stricter one applies. Leave a box empty for no limit of that kind.
- Click Save limits.
The starting limits are 5% for Agent (Sales coordinator in the Treatment Planner) and 10% for Supervisor. The Manager row starts empty, which means no limit. Only people with the Set pricing permission for treatments can change the limits.
When a rep goes over the limit
In the pricing wizard's Review & Discount step the rep enters the discount as usual. If it is above their limit, they see Discount sent for approval: the plan is saved with the largest discount they may give, the case stays in Diagnosed, and the plan can't be sent while it waits.
Who approves
Approvers are the clinic admins and people with the Approve discounts above the limit permission (managers and supervisors by default). The request goes to the person the rep reports to (Reports To in Settings → Team) if they can approve and their own limit covers the discount. Otherwise it goes to the next person up, or else to the managers whose limit covers it. Clinic admins always get it.
The notification opens the case, where Discount waiting for approval shows the requested discount, the rep's limit, and Approve / Decline. An approver can only approve up to their own limit. Above it, they see "This discount is above your own limit", and someone with a higher limit, or an admin, has to approve.
After the decision
- Approve: the plan gets the full requested discount and is sent to the patient automatically, as the case's current owner, and the case moves to Completed. If it can't be sent automatically, the owner gets a notification to send it. With Team leader approves every plan before sending on, a sales rep's plan isn't sent: the rep shares it.
- Decline: the plan keeps the discount at the rep's limit. The rep can send it as it is or re-price.
- If the plan's prices changed after the request, approving isn't possible and the request shows Prices changed. Re-price and ask again. Re-pricing within the limit withdraws a waiting request.
The case keeps a history of every request and decision under Discount approvals on its overview.