How DOIT Industries Leveraged Refrens to Centralise Quotation Approval Across Branches

Executive Summary

For DOIT Industries, quotations are not simple price documents.

Every quotation can carry a larger business commitment – custom pricing, delivery timelines, technical scope, service expectations, resource planning, and commercial terms.

With multiple branches handling sales independently, the company needed a way to move fast without letting high-value quotations or custom contracts slip through without the right checks.

That is where Refrens came in.

DOIT Industries implemented a multi-branch two-level approval workflow in Refrens to bring structure, visibility, and accountability to its quotation approval process. 

With Refrens working as a quotation approval software, the company could route quotations to the appropriate approvers, track approval status, and ensure that major client-facing commitments were reviewed before being shared.

The flow was simple:

About DOIT Industries

DOIT Industries provides jewellery-making machinery, chemicals, consumables, and manufacturing solutions for the gems and jewellery industry.

The company works across multiple branches and handles client-specific requirements. Many quotations depend on technical scope, product availability, pricing, delivery timelines, and service commitments.

Because of this, quotations are not just price documents for DOIT Industries. They also affect operations, margins, resources, and execution.

This makes quotation approval an important control point.

Challenges Faced

DOIT Industries had multiple branches handling sales. Each branch managed leads, client relationships, and quotations depending on customer requirements.

Some quotations involved high contract values, custom terms, resource commitments, and execution dependencies that could affect the company beyond one branch. Such quotations required more than branch-level approval.

Without a centralised approval workflow, DOIT Industries faced risks such as:

• Fragmented communication between branches and headquarters
• Limited visibility into large-value quotations
• Inconsistent review of custom contract terms
• Branch teams committing resources without central oversight
• Delays caused by manual coordination between sales, branch, and leadership teams
• Difficulty tracking which quotation was approved, pending, or revised
• Risk of contracts impacting company-wide liability or resource allocation

DOIT Industries needed a quotation approval software that gave branches the freedom to move quickly while giving senior leadership the control required for high-value commitments.

Solution: Multi-Branch Quotation Approval Workflow

DOIT Industries implemented a structured, multi-branch two-level approval workflow in Refrens to manage custom quotations.

As an approval workflow software for quotes, Refrens helped DOIT Industries create a clear approval path where every important quotation could be reviewed at the appropriate level before reaching the client.

The workflow was designed around the company’s real sales process: sales executives create quotations from the field, branch heads review operational feasibility, and zonal heads approve high-value or strategic commitments.

Level 1: Branch Sales Head Review

A sales executive visits the client’s site to understand the client’s requirements and gather the necessary details. Based on the information collected, the sales executive creates a quotation in Refrens and sends it to the Branch Sales Head for review.

The Branch Sales Head reviews the quotation based on client requirements, branch resource availability, execution capacity, pricing feasibility, delivery commitment, and branch-level operational feasibility.

This helps prevent sales teams from committing to terms that the branch cannot support operationally.

Level 2: Zonal Head Approval

For high-value contracts or quotations involving custom terms, this second level of approval by the zonal head helps DOIT Industries maintain central oversight. 

The Zonal Head reviews the contract value, risk, pricing, terms and conditions, resource availability, delivery commitments, and alignment with the company’s larger business strategy.

This step ensures that major contracts are not approved only at the branch level when they have wider business implications.

Final Approved Quotation

The quotation is shared with the client only after both approval levels are completed.

This ensures that branch-level speed and central-level control work together. Sales teams can respond quickly to client requirements, while leadership can maintain visibility over major commitments before they become client-facing quotations.

Implementing the Approval Workflow

Refrens designed an approval workflow around DOIT Industries’ actual sales and contracting process.

The team followed this structure for their quotation approvals:

1. The sales executive visits the client site and gathers requirements.
2. The sales executive creates a quotation in Refrens.
3. The quotation is sent to the Branch Sales Head.
4. The Branch Sales Head reviews branch-level feasibility, pricing, and resource availability.
5. If changes are required, the quotation is sent back for revision.
6. Once approved, the quotation moves to the Zonal Head.
7. The Zonal Head reviews value, risk, margin, and strategic fit.
8. After final approval, the quotation is authorised and shared with the client.

After using Refrens as a quotation approval software, DOIT Industries could replace scattered manual coordination with a defined approval path where every stakeholder knew what needed to be reviewed and who had to approve the quotation next.

The Refrens Impact

With Refrens, DOIT Industries built a more controlled and transparent quotation approval process across branches.

The impact was visible at every level, from sales executives creating quotations at client sites to senior teams reviewing and approving them.

1. Faster approvals at the branch level

Sales teams could create quotations quickly while Refrens routed them to the right approver.

2. Better branch accountability

Branch Sales Heads became responsible for checking whether each quotation matched branch-level execution capacity and resource availability.

3. Stronger control over large contracts

Zonal Heads gained visibility into high-value quotations and custom terms before the final quotation was shared with the client. This reduced the risk of major commitments being made without leadership oversight.

4. Reduced communication gaps

Each quotation followed a defined route. Teams no longer had to depend on scattered calls, informal messages, or unnecessary back-and-forth to know who had approved what.

5. Improved risk management

Large contracts were reviewed for liability, resource capacity, pricing, priorities, and strategic fit before approval.

6. Better alignment between branches and leadership

Branches could operate independently for sales while leadership retained control over major commitments.

7. Clear approval ownership

Sales executives created quotations, Branch Sales Heads checked branch feasibility, and Zonal Heads approved strategic commitments.

8. Easier quotation status tracking

The team could clearly see whether a quotation was created, under review, sent back, approved, rejected, or ready to be shared.

9. More reliable client-facing quotations

Only reviewed and approved quotations were shared with clients, reducing the chances of pricing gaps, resource conflicts, or later internal objections.

Conclusion

With a multi-branch two-level approval workflow, Refrens helped DOIT Industries centralise quotation approval across its branches.

The company moved from fragmented branch-level coordination to a structured, accountable, and centrally controlled quotation approval workflow. This improved visibility, reduced communication gaps, strengthened risk control, and ensured that major quotations were reviewed before reaching clients.

For DOIT Industries, Refrens worked as an approval workflow software for quotes that supported both speed and control. Branch sales teams could move quickly with client requirements, while branch and zonal leaders had the visibility needed to review high-value quotations before they became business commitments.

The result was a cleaner, more reliable quotation approval process across branches.

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