How ApproveThis + Fieldfolio Cuts Approval Chaos for Wholesale Teams

When Approval Management Meets B2B Order Muscle

Let’s get real: approvals suck. Especially when you’re moving thousands of SKUs through a wholesale operation. Fieldfolio handles the heavy lifting of B2B orders and inventory. ApproveThis slaps structure on your decision-making. Together? They’re like a forklift operator who also does your taxes – unexpectedly efficient.

Why This Combo Works for Mid-Sized Teams

Fieldfolio’s where your buyers live. ApproveThis is where your budget controllers reign. Zapier’s the messenger that gets them talking without scheduling another damn Zoom meeting. For companies doing $5M-$100M in wholesale? This isn’t “nice to have” – it’s “how did we survive before this?”

The Nuts You’ll Actually Care About

ApproveThis brings approval thresholds that auto-approve small orders but flag big spends. Fieldfolio gives real-time stock visibility. Connect them through Zapier, and suddenly your $250k purchase order doesn’t get stuck because Gary from accounting is on a golf trip in Maui.

Real-World Workflows That Don’t Feel Like Robot Bullshit

Use Case 1: Order Approval Guardrails

Picture this: Your sales team lands a massive order through Fieldfolio. Normally, this triggers 17 Slack messages, 3 missed calls, and someone CC’ing the CEO by accident. With the integration:

1. Fieldfolio detects the new order
2. Zapier fires it to ApproveThis
3. Your pre-built workflow checks:
- Order value against budget
- Customer credit terms
- Inventory availability
4. Either auto-approves or kicks to the right approvers

Who cares? Procurement teams tired of playing detective. Finance leads who want to stop micromanaging. Sales ops who need to hit SLAs without babysitting emails.

Use Case 2: Post-Approval Inventory Jiu-Jitsu

Here’s where most teams faceplant: You approve the order, then someone forgets to update stock levels. Cue the “why is this still showing available?!” clusterfuck. The integration’s second act:

1. ApproveThis finalizes the decision
2. Zapier tells Fieldfolio to:
- Adjust available inventory
- Trigger backorder alerts if needed
- Update order status across channels

Who wins? Warehouse managers sleeping through the night. Customer service reps not getting screamed at about stock errors. Buyers who actually trust your inventory data.

Setting This Up Without Losing Your Mind

Zapier’s the middleman here. You’ll need:

• Fieldfolio account (obviously)
• ApproveThis subscription
• Zapier login (free tier works)

Step 1: In Zapier, create a new Zap. Set Fieldfolio’s “New Order” as trigger.
Step 2: Add ApproveThis’ “Create Request” action. Map these fields:
- Order total → Approval amount
- Customer ID → Requester details
- Product SKUs → Calculated inventory impact
Step 3: Build your approval logic in ApproveThis (thresholds, approvers, etc.)
Step 4: Add the second Zap: When ApproveThis resolves, update Fieldfolio inventory.

Pro tip: Use ApproveThis’ calculated fields to auto-flag orders that’d drop stock below safety levels. No more manual math errors.

Department-Specific Wins

For Finance:

Ever find a $120k order that somehow bypassed dual controls? Approval thresholds in ApproveThis lock that down. Plus, vacation delegation means approvals don’t pile up when your controller’s out – it auto-routes to their backup.

For Operations:

Real-time tracking dashboards show exactly where each order is stuck. Is it awaiting credit check? Production manager sign-off? Warehouse capacity review? You’ll know before the customer starts asking.

For Sales:

Deal timelines get predictable. When a big order triggers an approval, sales ops gets automatic updates. No more “I thought you were handling this?” finger-pointing.

The License Hack Nobody Talks About

Here’s the kicker: Your buyers in Fieldfolio don’t need ApproveThis licenses. They stay in their familiar system. Approvers get requests via email – no new logins. External partners? Add them as guest approvers. No $50/seat upsell.

When to Consider This Combo

This isn’t for everyone. If you’re doing under 50 orders/month, maybe chill. But if you’re hitting:
- 100+ monthly B2B transactions
- 3+ touchpoints per approval
- Multiple inventory locations
- External vendors or buyers
...then manual processes are literally costing you money.

Common “Yeah, Buts” We Hear

“Our approvals are too complex.”
Cool. ApproveThis handles 15-step workflows with conditional branching. PO exceeds $500k? Route to CFO. Contains restricted items? Legal team gets looped in. All while keeping Fieldfolio updated.

“We use another inventory tool.”
Swap Fieldfolio for your ERP or WMS. The pattern’s the same: approvals trigger actions, systems stay synced, humans stay sane.

Bottom Line for Growth-Mode Companies

Fieldfolio manages the what (orders, inventory). ApproveThis manages the who (approvers, conditions). Together, they answer the “how” of scaling operations without adding headcount. For teams tired of being human middleware between systems, this is your exit ramp.

Next steps:
1. Get ApproveThis (14-day trial)
2. Connect via Zapier (takes 20 minutes)
3. Stop being the approval bottleneck by Thursday

Or book a demo if you’d rather see it work first. Either way, stop letting approval lag tank your operational tempo.