How ApproveThis + Paperless Forms Automates Approvals & Supercharges Your Workflow

Businesses using Paperless Forms already understand the value of streamlined data collection – but what happens after the form is submitted? Manual approval processes create bottlenecks, communication gaps, and costly delays. This is where ApproveThis transforms your workflow. By connecting Paperless Forms to ApproveThis via Zapier, you turn form submissions into actionable approvals with military precision.

Why This Integration Changes the Game

Paperless Forms excels at capturing data – expense reports, purchase requests, client onboarding details – but it doesn’t handle what comes next. ApproveThis adds structure to decision-making with features like multi-step approvals, automatic escalations, and real-time tracking. Together, they create closed-loop processes where every form submission triggers the right review sequence.

Consider a construction company using Paperless Forms for field material requests. Without automation, these requests might languish in inboxes or require follow-up calls. With ApproveThis integrated:

• Requests auto-route to site managers based on project budgets
• Approval thresholds automatically approve small orders
• Delayed decisions trigger escalations to regional directors

Key Features Working Together

ApproveThis doesn’t just add approvals – it adds intelligent approvals. When paired with Paperless Forms data:

Calculated Fields Make Decisions Faster

A retail business uses Paperless Forms for store manager purchase orders. ApproveThis calculates total order costs in real-time using submitted item prices and quantities. If an order exceeds $5K, it routes to the CFO. Under $5K? Auto-approved with a manager notification.

Vacation Delegation Prevents Bottlenecks

An HR team collects onboarding requests via Paperless Forms. When the HR director is OOO, ApproveThis automatically reassigns approvals to their deputy without missing SLA deadlines. Approvers get email notifications with all form data attached – no login required.

Real-Time Tracking for Full Transparency

Marketing agencies submitting client content briefs via Paperless Forms can track approval progress in ApproveThis’ dashboard. Clients receive email links to review/approve directly – no need for shared logins or status update meetings.

Three Industries Getting It Right

1. Healthcare: Patient Intake Forms → Provider Approvals

Medical clinics use Paperless Forms for patient treatment authorization requests. ApproveThis routes submissions to the correct specialists based on diagnosis codes, then notifies billing teams once approved. Conditional logic ensures HIPAA-compliant routing.

2. Manufacturing: Equipment Repair Requests → Maintenance Prioritization

Factory workers submit repair tickets via mobile Paperless Forms. ApproveThis uses severity scores from form data to prioritize approvals – critical issues auto-route to on-call engineers, routine requests queue for next business day.

3. Professional Services: Client Contract Amendments → Legal Review

Law firms automate change order approvals. Paperless Forms captures amendment details, while ApproveThis enforces sequential approvals (account manager → legal counsel → partner). Calculated fields highlight fee changes exceeding 10% for extra scrutiny.

Setting Up the Integration: A 15-Minute Sprint

1. Create a Zapier account (if you don’t have one)
2. Choose “New Entry” in Paperless Forms as your trigger
3. Select “Create Request” in ApproveThis as your action
4. Map form fields to approval request details (e.g., “Total Cost” → Approval Threshold)
5. Configure approvers using roles (e.g., “Department Head”) or specific emails
6. Test with a live form submission

Pro Tip: Use ApproveThis’ conditional logic to customize approval paths. For example, marketing budget requests over $10K could require CMO review, while smaller amounts stop at department leads.

Why Teams Love This Combo

Finance Teams

Automate PO approvals with built-in budget checks. When Paperless Forms submissions include vendor quotes, ApproveThis compares them against contracted rates and flags discrepancies before approval.

Operations Managers

Turn equipment requests into maintenance schedules. Approved forms in ApproveThis can trigger Zapier workflows that auto-create service tickets in your helpdesk system.

HR Departments

Streamline employee onboarding. Paperless Forms collects new hire preferences (desk setup, software needs), while ApproveThis routes approvals to IT, facilities, and payroll – all before Day 1.

The Hidden Advantage: External Collaboration

ApproveThis shines when working with clients or contractors. Since approvers only need email access (no Paperless Forms license required), you can:

• Have clients approve project change orders directly from their inbox
• Let vendors confirm delivery timelines without system access
• Get board approvals on budgets submitted via forms

A logistics company uses this to let 3PL partners approve shipment schedules. Partners get email notifications with key details pulled from Paperless Forms – click approve, done.

Beyond Basic Approvals: Advanced Use Cases

Dynamic Pricing Approvals

Sales teams submit custom quotes via Paperless Forms. ApproveThis calculates margin percentages using list price and proposed discount fields. Deals below 30% margin auto-approve; steeper discounts route to sales directors.

Compliance Audits Made Simple

Healthcare providers submit incident reports through Paperless Forms. ApproveThis requires concurrent approvals from compliance officers and legal teams, with full audit trails for regulators.

Multi-Language Approvals

Global teams configure ApproveThis emails in local languages, while Paperless Forms captures region-specific data. A manufacturing firm uses this for plant safety inspections across 12 countries.

Common Pitfalls to Avoid

Don’t: Use generic approval groups like “Manager.” Instead, leverage ApproveThis’ role-based assignments tied to form data (e.g., “Project Manager” field determines approver).

Do: Set escalation rules. If a procurement request isn’t approved in 48 hours, automatically notify the requester and bump to a senior buyer.

Don’t: Overcomplicate forms. Only collect data that impacts approval logic – use calculated fields to derive other values.

Ready to Transform Your Process?

The Paperless Forms + ApproveThis integration isn’t just about faster approvals – it’s about creating accountability, eliminating repetitive tasks, and making data-driven decisions. Whether you’re processing 50 or 5,000 requests monthly, this combo scales with your needs.

Start your free ApproveThis trial today, or schedule a personalized demo to see how it works with your Paperless Forms workflows. Your approvers will thank you – and your CFO will love the audit trails.