ApproveThis manages your Kiwili Integration approvals.
April 17, 2025
Integration Category: Project Management
When ERP Meets Approval Superpowers
Let’s get real – nobody starts their day hoping to chase down invoice approvals or beg department heads to review contracts. But here’s the kicker: Kiwili (your all-in-one business management tool) and ApproveThis (your new approval sheriff) just became the ultimate tag team against bureaucratic sludge.
When you connect these two through Zapier, you’re not just building workflows – you’re creating guardrails that keep projects moving while finance stays in control. Think of it like giving your accounting team a caffeine drip and your project managers a "skip the BS" button.
Why This Combo Hits Different
Kiwili handles the heavy lifting – projects, invoices, contacts. ApproveThis does one thing brutally well: getting decisions made without 47 Slack pings. Together, they turn "Hey, did you approve that thing?" into "Everything’s handled" automagically.
Here’s what nobody tells you about mid-sized companies: Your growth gets stuck in approval purgatory. Marketing can’t launch campaigns because procurement’s backed up. Operations can’t pay vendors because someone’s OOO. This integration isn’t about features – it’s about removing speed bumps at scale.
Real-World Uses That Actually Matter
1. Invoice Approvals That Don’t Make Everyone Hate Accounting
The problem: Your AP team is drowning in PDFs, while department heads "forget" to review charges.
The fix: New Kiwili invoice → Auto-approved in ApproveThis based on rules → Paid or flagged instantly.
Example: A 200-person marketing agency routes all client project invoices through ApproveThis. If the amount’s under $5K and matches the SOW, it auto-approves. Anything higher goes to the client lead + CFO. Result? 62% faster payments, zero nagging.
2. Projects That Start Before The Meeting Ends
The reality: Approved requests often die in email threads before becoming actual work.
The play: Approved in ApproveThis → Auto-create Kiwili project with budget/tasks.
Example: A manufacturing company auto-converts approved capital expenditure requests into Kiwili projects. The kicker? ApproveThis uses calculated fields to set the project budget based on request data. No manual entry, no typos, no "I thought you allocated that".
3. Client Onboarding Without The Embarrassing Errors
The facepalm moment: New client entry in Kiwili with misspelled name → Used in 17 systems before anyone notices.
The solution: New Kiwili contact → Approval request with validation checklist → Auto-updates Kiwili post-approval.
Example: A SaaS company requires CS leads to approve all new client contacts from sales. ApproveThis pings them via email (no login needed) with key details. Once OK’d, Kiwili automatically enables the client account. Bonus: Sales ops gets audit trails for compliance.
4. Payments That Move Faster Than Your Excuses
The classic stall: "We approved the invoice! Why hasn’t accounting paid it?!"
The end-around: ApproveThis approval → Auto-create Kiwili payment with approval docs attached.
Example: A construction firm ties approved material purchase requests directly to Kiwili payments. Project managers get real-time spend visibility, while accountants stop playing detective with paper trails. Late fees? Down 38% in six months.
Setup That Won’t Make You Hate Tech
No, you don’t need IT involved. If you can order DoorDash, you can connect these systems:
- Open your Zapier account (or make one – it’s free to start)
- Pick a trigger from Kiwili (like "New Invoice" or "New Contact")
- Choose ApproveThis as the action app
- Map the fields – e.g., invoice amount → approval threshold, contact details → request notes
- Test with real data (protip: use a test vendor in Kiwili first)
Total time? Less than a coffee run. Maintenance? ApproveThis handles version control if your workflows change.
Who Actually Benefits Here (Besides Your Sanity)
Finance Teams
Finally enforce approval rules without being the bad guy. Set thresholds so anything under $10K auto-approves, over $50K needs CFO eyes. ApproveThis’ calculated fields even auto-flag invoices that don’t match POs line-for-line.
Operations Managers
Projects kick off the second requests get approved – no more "waiting on paperwork". Bonus: Vacation delegation means Karen’s PTO doesn’t bottleneck your Q4 initiatives.
Client-Facing Teams
External approvers (clients, vendors, partners) can OK things via email without Kiwili logins. Less back-and-forth, more "you’re so professional" compliments.
The Nuts and Bolts You Care About
No license headaches: Approvers only need ApproveThis access for your workflows – no extra Kiwili seats required. Clients love this because they’re not paying for software they use twice a year.
Real-time tracking that matters: See which requests are stuck, who’s dragging their feet, and which thresholds get tripped most often. It’s like analytics for your bottlenecks.
Conditional logic that’s not condescending: Route $10K+ invoices to Jim only if they’re marked "urgent". Send new vendor approvals to legal when international. You set the rules once, then watch the machine work.
Bottom Line: This Isn’t About Software
It’s about what happens when you stop letting approvals derail your actual work. Marketing launches campaigns faster. Construction projects stay on budget. Client onboarding doesn’t require 14 reminder emails.
ApproveThis + Kiwili via Zapier is the silent fixer your operations need – the kind that makes everyone wonder why things suddenly work better.
Get started with a free trial, or book a demo to see how approval automation can actually keep up with your business.
FAQ (Because Someone’s Gonna Ask)
Q: Can approvers use email?
A: Yes – they can approve/reject via email without logging into anything. Gmail warriors rejoice.
Q: What if our approval rules change monthly?
A: ApproveThis lets you update workflows without breaking existing Zaps. Change approvers, thresholds, conditions – your automations adapt.
Q: How’s this different from Kiwili’s built-in approvals?
A: Kiwili tracks the work. ApproveThis specializes in complex, multi-layer decision routing. Use Kiwili for basics, this combo for grown-up needs.
Integrate with Kiwili Integration and get 90 days of ApproveThis for free.
After you create a Zapier integration, please email us at support@approve-this.com with your account name and we'll add 3 months of ApproveThis to your account. Limit one redemption per account.
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Best Approval Workflows for Kiwili
Suggested workflows (and their Zapier components) for Kiwili
Create approval request for new invoices
When a new invoice is created in Kiwili, an approval request is automatically generated in ApproveThis to verify the invoice before processing. This integration helps ensure financial transactions are reviewed efficiently.
Zapier Components
Trigger
Invoice Created
Triggers when an Invoice is created.
Action
Create Request
Creates a new request, probably with input from previous steps.
Create project for new approval requests
When a new approval request is initiated in ApproveThis, a corresponding project is automatically created in Kiwili to manage follow-up tasks. This automation ensures that approved requests are tracked and acted upon promptly.
Zapier Components
Trigger
New Request
Triggers when a new approval request workflow is initiated.
Action
Create Project
Create a new Project
Create approval request for new contacts
Whenever a new contact is created in Kiwili, an approval request is automatically sent via ApproveThis to verify the contact's details before further processing. This integration enhances data accuracy and compliance across systems.
Zapier Components
Trigger
Contact Created
Triggers when a new Contact is created.
Action
Create Request
Creates a new request, probably with input from previous steps.
Create invoice payment for approved requests
When an approval request is completed in ApproveThis, an invoice payment is automatically created in Kiwili to process the financial transaction. This automation streamlines the post-approval financial workflow efficiently.
Zapier Components
Trigger
A Request Is Approved/Denied
Triggers when a request is approved or denied.
Action
Create Invoice Payment
Create a new Invoice Payment
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