ApproveThis manages your ProxiedMail Integration approvals.

The Email Approval Trap (And How to Escape It)

Let's face it - email chains are where approval processes go to die. You've got vendors sending quotes to info@company.com, clients emailing random team members for contract sign-offs, and that one department head who's perpetually "out of office." Meanwhile, requests pile up in inboxes, deadlines get missed, and nobody can find the paper trail when audits come around.

This is where ApproveThis and ProxiedMail become your secret weapons. ProxiedMail isn't just another email tool - it lets you create proxy addresses that capture specific types of requests (vendor@company.proxiedmail.com, legalreview@company.proxiedmail.com, etc.). ApproveThis then automatically converts those emails into trackable approval workflows. No more digging through inboxes. No more "I didn't see the email." Just actual process that works.

Why This Combo Hits Different

Most approval tools require everyone to log into yet another system. But here's the kicker: approvers using ApproveThis don't need a ProxiedMail license. They just click approve/reject in their email like normal humans. This makes it perfect for:

• External vendors submitting invoices
• Clients signing off on project milestones
• Contractors requesting equipment

Meanwhile, your internal team gets ProxiedMail's structured email capture combined with ApproveThis' audit trails and escalation rules. It's like giving your approval process guardrails without making people learn new software.

Real-World Use Cases That Actually Matter

Procurement Teams: Stop Playing CC Tag

Scenario: A vendor emails purchasequote@yourcompany.pmx.proxiedmail.com with a $15K equipment quote. ProxiedMail captures it, Zapier triggers ApproveThis to:

1. Auto-route based on dollar amount (team lead approves under $10K, CFO required over $10K)
2. Attach the PDF quote to the approval record
3. Update your accounting system when approved

What changes: No more forwarding emails with "APPROVE?" in the subject line. Finance actually knows which quotes are pending versus approved.

Legal Teams: Kill the Contract Black Hole

Problem: NDAs get emailed directly to lawyers who are buried in docs. Solution: Set up legalreview@company.pmx.proxiedmail.com. Every email here:

- Creates an ApproveThis task with due date
- Auto-reminds approvers every 24hrs if pending
- Escalates to deputy counsel if primary is OOO

Bonus move: Use ApproveThis' calculated fields to auto-flag contracts over certain liability amounts for extra review.

Marketing Teams: Actually Hit Launch Dates

Typical mess: Designers email final assets to 7 stakeholders. Everyone replies "looks good" except Todd who ghosts for 3 days. Fix:

Send assets to campaignapproval@company.pmx.proxiedmail.com. ApproveThis:
- Requires consensus from all 7 approvers
- Shows real-time status on who's pending
- Auto-locks the asset version being approved
Result: Launch dates stop getting pushed because someone forgot to click "approve."

Setting This Up Without the Usual BS

If you've ever suffered through enterprise software setup, breathe easy. This takes 15 minutes:

1. Create a ProxiedMail proxy address for your use case (vendorquotes@..., etc.)
2. In Zapier, make a new Zap:
   Trigger: "Email Received" in ProxiedMail
   Action: "Create Request" in ApproveThis
3. Map ProxiedMail's email content to ApproveThis fields (subject → request title, body → description, attachments → files)

Pro tip: Add a Zapier filter so only emails meeting certain criteria (specific sender, keywords in subject) create approvals. Keeps the noise out.

Features You'll Actually Use (Not Shelfware)

While building your workflows, steal these moves from our power users:

The "Set It and Forget It" Approval Rule

Use ApproveThis' thresholds to auto-approve small expenses under $500 that hit ap@company.pmx.proxiedmail.com. Anything over routes to managers. Saves 20+ weekly manual approvals.

The "Todd's on Vacation Again" Solution

Enable vacation delegation in ApproveThis. When approvers set OOO in Slack/MS Teams, approvals auto-reassign. No more holding up requests because someone's at a conference.

The "Auditors Love This" Trick

Every ProxiedMail email processed through ApproveThis keeps a timestamped record with:
- Original email + attachments
- Who approved/rejected + comments
- Full processing timeline

Makes compliance reviews 80% faster according to actual customers (we’re allowed to say that because it’s obvious).

Why Your Team Leads Will Steal This

For Operations Managers:

Cut the 23 daily "where are we on X?" emails. Give vendors/clients a ProxiedMail address to submit requests, then share the ApproveThis tracker view. They check status themselves, you get back 3 hours a week.

For Finance Directors:

Route all invoice emails through ApproveThis with approval thresholds matching your spending policy. Over-budget requests can't slip through as "accidents." Integrate with your ERP to auto-update paid status.

For IT Managers:

New software requests from departments get emailed to itrequests@.... ApproveThis routes based on:
- Security risk level (requires CISO sign-off)
- Subscription cost (CFO approval over $5K/month)
- Legal review needed (GDPR implications, etc.)

All without making approvers log into another system.

The Bottom Line (No Fluff)

If you're managing approvals through regular email, you're:
- Losing requests in crowded inboxes
- Missing audit trails
- Wasting time on manual follow-ups

The ApproveThis + ProxiedMail combo via Zapier fixes this by:
1. Turning emails into structured requests automatically
2. Enforcing your actual business rules (not ad-hoc email habits)
3. Giving full visibility without extra login hassles

Next steps:
- Book a 15-minute demo to see workflows tailored to your use case
- Or start a free trial and connect your first ProxiedMail address today

Either way, stop letting email sabotage your approval processes. This isn't 2005.