A manager sends terms to a work chat, the director writes “OK”, and the price and deadline change before the offer reaches the customer. The conversation contains approval, but it is unclear which version it covered and who checked the new terms.
Telegram can be an interface for internal approval of a commercial proposal. A reliable process connects the decision to the document version, current authority and a record in the main system. Signing a contract with the customer requires a separate process.
Define which terms need approval
Specify the rules: a discount above a certain value, non-standard payment, a special deadline, additional scope or an exception to the normal offer. Each situation needs an owner.
Separate commercial, financial and technical review. One person may approve the price without authority to confirm that the work can be delivered.
Scope, limitations and cost should be clear before automation starts. The article on commercial proposal structure helps prepare the document.
Connect the decision to an exact version
The approval record should show the proposal number, version, date, key terms and document link. Do not use a link to an editable file without retaining the state of the version under review.
When terms requiring approval change, the old decision no longer confirms the new version. Define which changes need another review and whom to notify.
Prevent an old button from approving a version that has already been replaced. Before recording the decision, the system must check that this exact proposal version is still awaiting approval.
Check identity and authority on the server
Link the Telegram account to an active employee record. A display name, forwarded message or membership of a work group does not itself grant authority to approve terms.
For each action, check the role, authority limits and proposal access. Following a job change or access withdrawal, old messages should not retain approval capability.
A button passes the user's intent; the server decides whether it can be carried out. Interface values do not replace checking the data and state in the CRM.
Provide for rejection, questions and delegation
Alongside “Approve”, provide clear actions: return for revision, ask a question or reject. For revision, retain the reason and the change required.
Define how an absent employee is replaced. Task reassignment should not silently extend the substitute's authority; their limits are checked too.
Illustrative example. A director approves a discount in version 4. The manager then changes the advance payment and issues version 5. Approval of the discount from the old record does not complete the new payment review: the system launches the required stage for the current version.
Record the decision and confirm the result
The log needs the employee, time, action, version, comment and working status change. Record a correction to an erroneous decision as a separate event, retaining the history.
Repeated clicks and repeated request delivery should not create several decisions or change the deal again. If the document is edited while approval is attempted, the system checks that the state is current.
If the CRM has not accepted the change, the bot reports that the decision is not yet saved and offers the defined retry process. “Approved” appears after confirmation from the main system. The role of notifications is discussed in the article on Telegram events from a CRM.
An internal approval record
- Review-triggering terms and responsible roles.
- Document number, version and fixed edition under review.
- Verified employee and their authority limits.
- Approval, rejection, revision and delegation.
- Another review following changes to terms.
- Protection against old buttons, repeats and concurrent changes.
- Decision log and confirmed status in the main system.
Discuss roles, versions and CRM integration through the Telegram bots and Mini Apps proposal. Provide the existing approval procedure: automation should enforce agreed authority rather than create it when a button is clicked.