ApproveThis manages your Payaca Integration approvals.

Why Bother Connecting These Two?

Let’s cut to the chase: If your team uses Payaca for quotes, invoices, or client management, you’re already halfway to fixing your approval bottlenecks. The other half? That’s where ApproveThis comes in. Together, they turn “Hey, can someone sign off on this?” into a process that actually works – without the endless Slack pings or spreadsheet trackers.

Payaca handles the money moves. ApproveThis handles the decision-making. Connect them through Zapier, and you’ve got a system where invoices get reviewed before they’re sent, new clients are approved before they’re onboarded, and scheduled events get greenlit before they clog up your calendar. No more chasing down approvers or playing email tennis.

Where This Combo Hits Different

Most approval tools make you choose between flexibility and simplicity. ApproveThis + Payaca gives you both. Here’s why:

• No license headaches: Approvers only need access to ApproveThis – not Payaca. Perfect for involving external partners or execs who shouldn’t have full system access.
• Conditional logic that doesn’t suck: Auto-approve invoices under $5K? Escalate high-value client contracts to the CFO? Done. Set it once and let it run.
• Actual transparency: See where every request is stuck – whether it’s waiting on accounting in Payaca or a department head in ApproveThis.

Real Workflows for Real Teams

1. Invoice Approvals That Don’t Slow Down Billing

The Problem: Your finance team sends invoices through Payaca, but needs legal or project leads to approve them first. Result? Invoices sit in draft mode while someone tracks down signatures.

The Fix: Connect Payaca’s “Sent Invoice” trigger to ApproveThis’ “Create Request” action via Zapier. Now, every time an invoice is ready in Payaca:

• ApproveThis automatically routes it to the right approvers
• Approvers get email notifications with one-click approve/reject
• Once approved, Payaca sends the invoice automatically

Who This Helps:

Marketing Agencies: Approve client invoices based on deliverable completion before they’re sent. No more awkward “Actually, we didn’t finish that campaign…” emails.

Wholesale Distributors: Set approval thresholds – auto-approve orders under $10K, flag anything above for manager review.

2. Client Onboarding Without the Paperwork Pileup

The Problem: New clients get stuck in limbo between sales (who says yes) and legal (who needs to vet contracts).

The Fix: When a client request is approved in ApproveThis, Zapier automatically creates their profile in Payaca. No manual data entry. No missed clients.

Who This Helps:

Consulting Firms: Route new enterprise client approvals through compliance teams first. Only add them to Payaca once all checks pass.

Construction Companies: Auto-create client profiles in Payaca after project bids get approved – with all relevant contract terms pre-filled.

3. Event Scheduling That Respects the Chain of Command

The Problem: Teams schedule meetings or project milestones in Payaca that require budget or resource approvals they don’t have.

The Fix: Trigger ApproveThis requests whenever a new event is created in Payaca. No approval? The event doesn’t get added to team calendars.

Who This Helps:

Software Teams: Require CTO sign-off before scheduling major sprint reviews or client demos.

Event Planners: Ensure venue bookings in Payaca only happen after client approves the cost estimate.

Setup in 3 Steps (We Timed It)

1. Connect the Apps: In Zapier, link your Payaca and ApproveThis accounts.
2. Pick Your Trigger: Choose a Payaca event (sent invoice, new client, etc.).
3. Set the Approval Action: Map the Payaca data to an ApproveThis workflow. Test it. Done.

Pro Tip: Use ApproveThis’ Calculated Fields to auto-calculate invoice totals or contract values from Payaca data. Makes threshold-based approvals bulletproof.

Features You’ll Actually Use

ApproveThis isn’t just a rubber stamp machine. When connected to Payaca:

Vacation Delegation: CFO out? Approval requests auto-reassign to their deputy. No more “Waiting on Jane (OOO)” holds.

Approval Groups: Require consensus from all department heads for major client contracts, but only one sign-off for routine invoices.

Real-Time Tracking: Sales team can check if their client’s contract is stuck in legal review or already approved in Payaca – without bothering anyone.

Who Gets the Most Mileage

Finance Teams: Cut invoice approval cycles from days to hours. Audit trails automatically track who approved what – no more lost email chains.

Sales Teams: New client approved? Their Payaca profile auto-populates with contract terms and billing contacts. Zero manual entry.

Operations Teams: Schedule events in Payaca with confidence that required approvals are locked in first.

The Bottom Line

If your Payaca usage involves more than one person saying “yes” before something happens, you’re wasting time. ApproveThis handles the gatekeeping so your team can handle actual work.

This isn’t about adding another tool. It’s about making the tools you already use (Payaca) actually work for you – instead of creating more busywork.

Next Steps

1. Register for ApproveThis (free 14-day trial)
2. Create your Zapier connection
3. Pick one approval process that’s currently a bottleneck. Automate it. See how much time you get back.

Or, if you’d rather see it live first: Book a 15-minute demo. We’ll show you how contractors use ApproveThis + Payaca to approve $200K+ project invoices without a single spreadsheet.