ApproveThis manages your Heyflow Integration approvals.

When Form Meets Function

Let's be real - most approval processes suck. Someone fills out a form, it gets lost in Slack hell, finance chases down signatures, and suddenly your "urgent" vendor payment is two weeks late. This is why 500+ companies use ApproveThis to automate their yes/no decisions. And why smart teams are now plugging it into Heyflow's slick form builder through Zapier.

Heyflow makes it dead simple to create client-facing forms, lead gen flows, or internal request portals. But what happens after someone clicks submit? That's where ApproveThis takes the baton - automatically routing decisions to the right people, escalating stuck requests, and giving ops teams a single dashboard to track everything.

Why This Combo Works

Mid-sized companies (50-5k employees) get squeezed the hardest by manual approvals. You're too big for ad-hoc processes, too lean for enterprise software. This integration hits the sweet spot:

Forget Data Entry Jockeys

When a Heyflow form gets submitted - whether it's a marketing spend request or a client contract - Zapier instantly creates an ApproveThis case. No more copying/pasting between systems or begging junior staff to update Trello cards.

Approvals Without the Awkward CCs

ApproveThis handles the messy part: pinging legal if the contract value exceeds $50k, looping in the client's project manager without exposing internal tools, or finding a backup approver when Karen from accounting is on safari.

Audit Trails That Don't Lie

Every approved/denied decision in ApproveThis can auto-log back to Heyflow. So when procurement asks why you picked Vendor X over Y, you're not scrambling through deleted emails.

Real Teams Using This Right Now

Marketing Agencies: Client Content Approval

Scenario: Client submits final assets via a Heyflow portal. Zapier triggers ApproveThis to route files to internal creatives (check quality) → then to client's legal team (rights verification) → auto-archives approved files to Google Drive.

Why it works: Clients never see your internal back-and-forth. ApproveThis' email-based approvals mean their legal team doesn't need your tool logins.

Manufacturing: Equipment Purchase Requests

Floor managers submit repair requests via Heyflow on their phones. ApproveThis routes based on cost: <$1k (shift lead approves), $1-5k (plant manager + safety team), >$5k (CFO + external inspector). All approvals sync back to Heyflow for the maintenance team's schedule.

Key feature: Approval thresholds prevent $10k purchases from being rubber-stamped by junior staff.

Healthcare SaaS: Compliance Checklists

Onboarding teams build HIPAA checklists in Heyflow. ApproveThis ensures two senior devs sign off on security steps, while non-technical approvers (like compliance officers) only get the plain-English summary.

Bonus: Vacation delegation stops approvals from stalling when lead engineers are at conferences.

Setting This Up Without Losing Your Mind

If you can make toast, you can connect these tools. Here's the playbook:

Step 1: Build your Heyflow form like normal - add fields, logic jumps, the usual. Pro tip: Name your form fields clearly ("Total Cost", "Vendor Name") - ApproveThis will use these to auto-fill approval requests.

Step 2: In Zapier, choose "New Heyflow Response" as trigger. Map critical fields to ApproveThis' "Create Request" action. Set approval rules (who needs to approve based on form data).

Step 3 (optional): Add a Zap to send approved decisions back to Heyflow. Useful for keeping client-facing status pages updated without manual work.

Total setup time: 23 minutes (we timed it). Zapier's interface guides you through each step.

Teams That Win With This Combo

HR & People Ops

Heyflow handles employee onboarding surveys, PTO requests, or benefit enrollments. ApproveThis manages approvals: comp adjustments needing CFO review, visa sponsorship requests requiring legal, or manager sign-offs for parental leave.

Finance & Procurement

Vendor onboarding forms in Heyflow trigger ApproveThis workflows with tiered approvals (AP clerk → controller → external auditor based on risk scoring). Calculated fields auto-flag invoices that exceed department budgets.

RevOps & Sales

Deal desk requests (discounts, custom terms) submitted via Heyflow get routed through ApproveThis with SLAs. If VP Sales doesn't approve/deny within 24hrs, requests escalate to CEO. All approved deals auto-log in Salesforce.

What You’re Not Buying

Let's be clear - this isn't some all-in-one "digital transformation". It's a tactical fix for one specific pain point: moving form submissions to decisions faster. You keep using:

• Your existing HRIS/ERP/CRM
• Current file storage (Google Drive, Sharepoint, etc.)
• Legacy auth tools (Okta, Azure AD)

ApproveThis sits between your forms and core systems. Think of it as air traffic control for decisions - it doesn't replace the planes (your apps) or the runways (your data stores).

Common "Yeah, But..." Moments

"We Have Developers - Can't They Build This?"

Sure. Then you'll spend 3 months and $40k for a brittle system that breaks every time you update Salesforce. Or spend $49/user/month on ApproveThis and have it live by lunch.

"We Use Microsoft Teams Approvals"

Great for quick polls about lunch spots. Useless for multi-step legal reviews, audit trails, or conditional logic. Try getting your external counsel to approve an NDA via Teams without exposing your entire channel.

"Our Process Is Too Complex"

ApproveThis handles 37-step approvals with parallel paths, conditional branching, and dynamic approver groups. If your process is more complicated than the US tax code, we'll make coffee while you explain it.

Bottom Line for Busy People

If your company has:

• 5+ approval processes (contracts, purchases, hiring, etc.)
• At least one "oh crap" moment last quarter when an approval slipped through cracks
• Employees who still say "I thought YOU were handling that?"

...then connecting Heyflow and ApproveThis via Zapier will save 4+ hours weekly per ops employee. Not by being "innovative" - by eliminating the stupid bottlenecks everyone hates.

Ready to stop playing approval tag? Register for ApproveThis or schedule a 12-minute demo. We'll even help build your first Zap for free.