Hupspot pipeline approvals guide

Managing approvals inside Hubspot is essential when your team needs tighter control over how deals, tickets, and quotes move through stages. This guide explains how to enable pipeline approvals, what they do, and how to configure them so only authorized users can advance records that require review.

What are Hubspot pipeline approvals?

Pipeline approvals let you require an internal review before certain stages in your CRM pipelines can be used. When approvals are turned on, users can still create and edit records, but they cannot move them into locked stages unless they have approval access.

Pipeline approvals are supported for:

• Deal pipelines
• Ticket pipelines
• Quote workflows tied to a pipeline

The feature is controlled at the pipeline level, so you can use strict governance on some processes while keeping others more flexible.

How Hubspot approvals affect users

Once approvals are enabled for a pipeline, the experience changes for users who do not have permission to approve stages.

• They can see all stages in the pipeline.
• They can move records into stages that do not require approval.
• They cannot move records into stages that are marked as requiring approval.
• They can request approval if a process has been set up for your team.

Users with approval access can move records into any stage and can approve or reject requests according to your internal process.

Permissions required for Hubspot pipeline approvals

To turn on and manage approvals, you need specific settings in your Hubspot account. Typically, this requires administrator-level access with the ability to edit objects, pipelines, and CRM configuration. If you cannot see the options described in this guide, contact your system administrator to adjust your permission set.

How to enable Hubspot pipeline approvals

Follow these steps to turn on approvals for a specific pipeline. The exact labels and navigation may vary slightly depending on your subscription and interface updates.

Step 1: Open Hubspot settings

1. Sign in to your Hubspot account.
2. Click the settings icon (usually in the main navigation bar).

All pipeline configuration options are located in the settings area, not in the day-to-day sales or service views.

Step 2: Navigate to pipeline settings

1. In the left sidebar menu, locate the object you want to configure, such as Deals or Tickets.
2. Click the object name.
3. Find and select the Pipelines tab for that object.

You will see a list of pipelines for the selected object. Each pipeline can have its own independent approval rules.

Step 3: Choose the pipeline to control

1. In the dropdown menu at the top of the Pipelines tab, choose the pipeline where you want to add approvals.
2. Confirm that you are editing the correct pipeline, especially if you have multiple regions, teams, or processes configured.

Changes you make here impact all users assigned to that pipeline, so coordinate with your operations team before applying strict rules.

Step 4: Turn on approvals for the pipeline

1. In the pipeline editor, look for the section dedicated to approvals or stage access control.
2. Toggle the setting to enable approvals for the selected pipeline.

Once approvals are activated, you can define which stages require review before records can be moved into them.

Configuring Hubspot stage approvals

After enabling approvals for a pipeline, you must specify which stages are restricted. You can keep early stages open and apply approvals to later stages where risk and value are higher.

Step 5: Mark stages that require approval

1. In the stage list for your pipeline, locate the stage you want to lock.
2. Click the edit option for that stage.
3. Enable the option that indicates “Approval required” or similar wording.
4. Save your changes.

Repeat this process for each stage where you need a formal review. For example, you might require approval for stages such as “Contract Sent” or “Closed Won”.

Step 6: Assign who can approve in Hubspot

Approvals are most effective when it is clear who has authority to move records into restricted stages. Depending on your edition and configuration, you may manage approval access with:

• User roles (for example, Sales Manager or Support Lead)
• Team-based permissions
• Custom permission sets assigned to specific users

Ensure that at least one active user or team can approve records in each restricted pipeline, or your process may get blocked.

Using Hubspot approvals with quotes

Some accounts can extend pipeline approvals to quotes linked with deals. When this is available, quotes that reach a certain stage will need reviewer sign-off before they can be sent externally.

• Sales reps create quotes as usual.
• Quotes associated with a restricted stage cannot move forward without approval.
• Approvers review quote details such as pricing, discounts, and terms.

This is especially useful for organizations with strict discount policies or legal requirements.

Best practices for Hubspot pipeline approvals

To get full value from approvals, combine technical setup with clear process design.

Design a simple approval flow

• Limit approvals to a few high-impact stages.
• Define who approves each type of record.
• Document expected response times for approvals.

A lean process prevents bottlenecks while still protecting critical stages.

Align Hubspot approvals with your CRM governance

Approvals should reflect your wider data and process standards. For example:

• Require approval before any deal can be marked as closed.
• Use approvals for tickets that involve refunds or escalations.
• Apply stricter rules for high-value or strategic accounts.

This alignment ensures that stage movement in your CRM accurately represents business reality.

Troubleshooting Hubspot pipeline approvals

If users report issues with moving records, review these common causes:

• Missing permissions: The user may not have approval access to the pipeline.
• Incorrect stage configuration: A stage might be marked as requiring approval when it should not.
• Pipeline confusion: The record might be in a different pipeline that has more restrictive rules.

To diagnose issues, open the pipeline configuration, review which stages require approval, and confirm the affected user’s role and permissions.

Where to learn more about Hubspot approvals

For the latest interface details and any feature updates, always refer to the official product documentation. You can review the current instructions directly in the Hubspot knowledge base at this pipeline approvals article. This source covers supported editions, limitations, and any new options that may have been added.

If you need broader CRM strategy support around approvals, pipeline governance, or sales operations, consider consulting with specialists who implement and optimize these processes across tools and teams. For additional guidance and services, visit Consultevo for expert help on CRM and go-to-market operations.

When configured thoughtfully, pipeline approvals in Hubspot offer a structured way to protect key stages, enforce internal policies, and keep your revenue and service data trustworthy across the entire organization.

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