ApproveThis manages your Xpertly Integration approvals.

Two Platforms, One Powerful Workflow

Xpertly and ApproveThis solve different but complementary challenges in modern business operations. Xpertly excels at codifying complex IT processes into executable workflows, while ApproveThis brings structure to decision-making through automated approval chains. When connected via Zapier, these platforms create closed-loop systems where automated tasks trigger structured approvals - and those decisions automatically update downstream systems.

This integration is particularly valuable for organizations handling:

• IT change management protocols
• Procurement of technical infrastructure
• Compliance-driven security audits

Why This Integration Matters

Xpertly users often work with processes requiring multiple stakeholder sign-offs - system upgrades, vendor contracts, or access permissions. Traditionally, these approvals create workflow bottlenecks as teams toggle between systems and chase email responses. The Zapier integration with ApproveThis solves this by embedding approval gates directly into Xpertly-automated workflows.

Key Business Benefits

Manufacturing companies use this integration to accelerate equipment purchase approvals when maintenance thresholds are triggered in Xpertly. Healthcare providers automate HIPAA compliance checks by routing Xpertly-identified risks through ApproveThis' audit trails. The combination delivers three core advantages:

1. Context-Preserving Approvals: Approval requests generated from Xpertly tasks include all relevant technical documentation, ensuring approvers make informed decisions without hunting through separate systems.

2. License Efficiency: ApproveThis doesn't require approvers to have Xpertly licenses - critical when working with external auditors or cross-departmental teams.

3. Process Integrity: Conditional approval rules in ApproveThis prevent Xpertly workflows from progressing until proper authorization is documented.

Real-World Implementation Scenarios

IT Procurement Automation

When a Xpertly workflow detects a server capacity threshold breach, it automatically generates a hardware purchase request. The Zapier integration pushes this to ApproveThis, where:

- The IT director receives immediate email approval rights
- Finance automatically reviews costs against budget thresholds
- Upon approval, Xpertly triggers the vendor PO process

This reduces procurement cycles from weeks to hours while maintaining compliance controls.

Change Management Compliance

For a financial institution implementing new database architecture:

1. Xpertly executes pre-deployment checks
2. ApproveThis routes technical specs to security/compliance teams
3. Calculated fields auto-approve low-risk changes
4. High-impact modifications escalate to CTO review

This ensures audit-ready documentation without slowing engineering teams.

Technical Synergies

ApproveThis enhances Xpertly workflows through three underutilized features:

Approval Thresholds

Auto-approve routine Xpertly tasks below predefined cost/risk levels while flagging exceptions. Example: A telecom company auto-approves 92% of minor IT change requests, focusing manual review on critical infrastructure updates.

Vacation Delegation

Maintain Xpertly workflow velocity when approvers are unavailable. Approval responsibilities automatically shift to designated backups based on Outlook/GCal integration.

Calculated Fields

Transform Xpertly data into decision-ready metrics. A logistics firm calculates total cost of ownership during server replacement approvals by combining Xpertly's hardware specs with ApproveThis' vendor contract terms.

Implementation Guide

Connecting Xpertly and ApproveThis takes under 15 minutes through Zapier:

Step 1: Configure Xpertly Trigger

In Zapier, select Xpertly's "New Task" trigger. Choose the specific workflow stage requiring approval (e.g., "Security Review Pending"). Test with live Xpertly data to confirm payload structure.

Step 2: Map to ApproveThis

Use Zapier's filter to route only approval-required tasks. Map Xpertly's custom fields to ApproveThis' request template. Pro tip: Use ApproveThis' calculated fields to add decision context like SLA compliance status.

Step 3: Set Up Bi-Directional Sync

Add a second Zap using ApproveThis' "Request Approved/Denied" trigger to update Xpertly tasks. This closes the loop by resuming automated workflows only after approved decisions.

Need help? Download our integration playbook with pre-built Zap templates.

Team-Specific Benefits

IT Operations

Reduce change implementation delays by 60-80% through automated approval chains. ApproveThis' real-time dashboard gives visibility into pending authorizations across all Xpertly workflows.

Finance Teams

Enforce budget controls without manual oversight. When Xpertly tasks exceed cost thresholds, ApproveThis requires additional approvers and attaches relevant contract terms automatically.

Compliance Officers

Maintain audit trails meeting SOC 2 and ISO 27001 requirements. Every approval decision includes timestamped records of who approved what - and why.

Strategic Considerations

While setting up the integration, avoid these common mistakes:

Don't: Over-automate sensitive approvals. Use ApproveThis' conditional logic to require manual review for high-risk Xpertly tasks.
Do: Leverage email approvals for external stakeholders. Vendors can approve purchase requests without accessing your Xpertly environment.

Leading adopters see best results by starting with three core workflows:
1. Infrastructure change requests
2. Software license renewals
3. Vendor risk assessments

As teams adapt, expand to more complex use cases like M&A integration checklists or global compliance rollouts.

Getting Started

ApproveThis offers a free tier supporting up to 100 monthly approvals - perfect for testing integration value. Existing Xpertly users can:

1. Create an ApproveThis account
2. Connect to Xpertly via Zapier's pre-built template
3. Clone proven approval workflows from our IT operations library

For complex implementations, schedule a custom demo showing how Fortune 500 companies orchestrate approvals across 10+ systems.

The Future of Automated Governance

As regulatory environments grow more complex, combining execution platforms like Xpertly with governance tools like ApproveThis becomes strategic. This integration isn't just about faster approvals - it's about creating self-documenting processes that adapt as business needs evolve.

Early adopters report unexpected benefits:
- 30% reduction in audit preparation costs
- 2x faster onboarding for acquired companies
- 45% improvement in policy compliance scores

The time to future-proof your workflows is now. Start small, demonstrate value, and scale your automated governance model as confidence grows.