ApproveThis manages your HQBeds Integration approvals.

When Reservation Systems Meet Approval Muscle

Let’s be real – hotels aren’t just selling beds. They’re managing a thousand tiny yes/no decisions daily: Can we upgrade this reservation? Does that cancellation qualify for a refund? Why did front desk approve a check-in without a deposit? HQBeds handles the logistics, but approvals? That’s where things get messy. ApproveThis isn’t another app to log into – it’s the guardrail that makes sure every "yes" follows policy and every "no" gets documented. Together via Zapier, they turn "Hey, can we…?" into a process that doesn’t make your ops team want to quit.

Where HQBeds Ends, ApproveThis Starts

HQBeds is great at moving reservations through pipelines. What it doesn’t do: decide which reservations need human eyes, who should approve last-minute changes, or how to handle a VIP request at 2 AM. That’s ApproveThis’s lane. Think of it like this – HQBeds tells you what’s happening, ApproveThis decides whether it should happen based on rules you set. No more rogue discounts approved by junior staff. No more refunds processed without finance sign-off. Just fewer fires to put out.

Use Cases That Actually Matter (No Fluff)

1. New Reservations: Stop Fraud Before It Checks In

A boutique hotel chain uses ApproveThis to flag reservations with mismatched billing addresses or high-risk booking patterns. When HQBeds gets a new reservation, ApproveThis automatically routes it to security for review if it hits certain thresholds. Approvers get the details in email – no logging into HQBeds required. 80% get auto-approved; the 20% that need scrutiny take seconds, not hours.

2. Cancellations: Refunds Without the Finger-Pointing

A beach resort group routes cancellations through ApproveThis based on how close they are to check-in. Non-refundable bookings within 48 hours? Automatically denied unless a manager overrides. Family cancels a $10k villa booking 3 months out? Auto-approve and free up inventory fast. Finance gets a clear audit trail, guest services knows the rules before promising anything.

3. Check-Ins That Don’t Break the Bank

When a front desk agent tries to check in a guest with an unpaid balance in HQBeds, ApproveThis jumps in. Depending on the amount, it might auto-approve a 10% hold reduction for loyalty members or require GM sign-off for anything over $500. No more “I thought they said it was okay” – the rules are the rules.

4. Pre-Check-Ins: Upsell Without the Begging

A hotel group uses pre-check-in approvals to push upgrades. Guest selects a room upgrade online? ApproveThis checks if it’s actually available (HQBeds inventory), applies any loyalty discounts, and pings the guest with a confirmed offer – no manual back-and-forth. 32% uptake vs. 12% with old methods. Numbers don’t lie.

Features That Actually Fix Hotel Problems

ApproveThis isn’t just a rubber stamp tool. These matter for hospitality:

• Approval Thresholds: Auto-approve/delay based on $ amounts, loyalty tier, or blackout dates.
• Vacation Delegation: GM out? Approvals shift to #2 without missing SLAs.
• Calculated Fields: Automatically apply dynamic discounts or fees before sending for approval.

And no, approvers don’t need HQBeds logins. Your corporate finance team approves refunds without seeing the whole PMS – just the data they need.

Setup: Less Time Than a Room Inspection

Using Zapier, connect HQBeds to ApproveThis in 3 steps:

1. Pick a HQBeds trigger (new reservation, cancellation, etc.)
2. Map the key data points to ApproveThis (guest email, booking total, dates)
3. Set who approves what – individual roles, groups, or automatic rules

Test it with a fake reservation. Tweak if needed. Go live. Done.

Who Wins (Besides Your Sanity)?

Operations: Fewer “Can I…?” Slack messages. Escalate only what breaks policy.
Finance: Control comps/refunds without micromanaging every request.
Guest Services: Say “yes” faster because the rules are clear.
IT: No custom HQBeds plugins to maintain. Zapier handles the heavy lifting.

Bottom Line: This Isn’t About Approval Apps

It’s about turning your hotel’s policies into something that happens automatically – not something people argue about. HQBeds keeps the trains running; ApproveThis makes sure they’re on the right tracks. Less chaos, more consistency, and maybe even happier guests who don’t get caught in your internal red tape.

Ready to stop being the approval bottleneck? Get ApproveThis, connect it to HQBeds via Zapier, and let the system handle the “maybe’s” so your team can focus on the “yes’s”. Or book a demo if you’re the type who reads the safety card before takeoff. We get it.