ApproveThis manages your Citima Integration approvals.

Why This Integration Matters

Real estate teams using Citima understand the value of organized lead management and client relationships. ApproveThis brings structured decision-making to these processes through automated approval workflows. When connected via Zapier, these platforms create a powerful system for managing critical decisions without manual handoffs.

This integration helps agencies reduce approval delays by 60-80% according to internal benchmarks, while maintaining compliance through documented audit trails. Unlike native CRM approval features, ApproveThis provides granular control over multi-step reviews, financial thresholds, and delegated approvals - all accessible to external partners without requiring additional Citima licenses.

Key Integration Use Cases

1. Property Inquiry Approval Automation

When new buyer inquiries hit Citima, ApproveThis can automatically route them for internal review. A luxury brokerage might use calculated fields to flag high-value inquiries for executive review, while routing standard leads directly to agents. Approval thresholds ensure offers meeting specific criteria get fast-tracked.

Example workflow:

• New inquiry arrives in Citima
• Zapier triggers ApproveThis request with property details
• Automated routing based on offer amount/lead source
• Approved leads sync back to Citima with next steps

2. Contract Completion Verification

The "folder completed" trigger in Citima becomes actionable through ApproveThis' legal review workflows. Property management firms use this to verify all documentation meets local regulations before closing. Vacation delegation features prevent bottlenecks when attorneys or managers are unavailable.

A corporate real estate team might configure sequential approvals where contracts first go to legal, then finance, then regional directors - with automatic reminders if any step exceeds SLA times.

3. Rent Lead Generation

ApproveThis decisions directly create actionable Citima records. When a tenant approval request gets greenlit in ApproveThis, Zapier automatically generates a rent lead in Citima with all relevant details. Leasing teams get warm leads with pre-verified financials and documentation.

This bidirectional sync works particularly well for:

• Co-living space operators managing bulk leases
• Commercial landlords vetting tenant financials
• Vacation rental agencies screening guests

Implementation Guide

Setting up the integration requires:

1. A Zapier account (free tier works for testing)
2. Admin access to both Citima and ApproveThis

Step-by-step:

1. In Zapier, create a new Zap using Citima as the trigger app
2. Choose your trigger event (new inquiry, completed folder, etc.)
3. Connect ApproveThis as the action app
4. Map Citima data fields to your approval template
5. Test with live data

Most teams configure initial workflows in under 45 minutes. Approval groups and conditional routing take additional 15-30 minutes to fine-tune.

Team-Specific Benefits

Sales Teams

Reduce lead response time by auto-approving qualified inquiries while flagging special cases. ApproveThis' email approvals let agents approve requests directly from mobile during property showings.

Operations Managers

Track approval KPIs through ApproveThis dashboards while maintaining all client records in Citima. Escalation rules prevent deal stagnation during peak seasons or staff vacations.

Legal/Compliance

Maintain version-controlled approval records tied to Citima folders. Multi-factor approval chains ensure proper oversight for high-risk transactions without slowing down routine agreements.

Advanced Configuration Tips

Combine ApproveThis features for maximum impact:

Calculated Fields + Thresholds:
Auto-approve maintenance requests under $5k while routing larger expenses for review. Display real-time budget impacts during approval decisions.

Approval Groups + Vacation Rules:
Ensure regional managers can cover for each other during travel periods without duplicating Citima access credentials.

Email Approvals + Audit Trails:
External partners can approve NDAs or listing agreements via email while maintaining full compliance documentation within Citima records.

Common Implementation Mistakes

1. Overcomplicating initial workflows - start with 1-2 critical processes
2. Not testing vacation delegation rules
3. Failing to map all required data fields between systems

Avoid these pitfalls by using ApproveThis' prebuilt Citima templates as starting points.

Getting Started

Real estate teams seeing 50+ monthly transactions benefit most from this integration. The combined solution scales effectively for:

- Brokerages managing multiple property types
- REITs requiring layered approvals
- Property managers handling tenant turnover
- Development firms overseeing construction budgets

To begin:

1. Create your ApproveThis account
2. Connect via Zapier using the Citima triggers
3. Clone our preconfigured template for real estate approvals

For complex implementations, schedule a 1:1 demo to see custom approval logic for lease agreements, purchase approvals, and vendor contracts.

Final Considerations

This integration works best when both platforms handle what they do best - Citima as the source of truth for client/property data, ApproveThis as the decision engine. Keep user permissions granular, maintain clear audit trails, and focus on eliminating manual data entry between systems.

With proper configuration, teams report 12-15 hours monthly saved on approval-related tasks, plus measurable reductions in compliance risks. The combination proves particularly valuable during market surges when rapid, auditable decision-making becomes critical.