ApproveThis manages your Ruby Integration approvals.

Why Combine Approval Workflows With Human Communication?

Let’s cut to the chase: approvals suck when they’re stuck between email threads, Slack messages, and that one manager who’s always "out of office." Meanwhile, customer communication blows up when you’re chasing down internal sign-offs while live chats pile up. This is where ApproveThis and Ruby become the tag team you didn’t know you needed.

ApproveThis handles the messy middle of decision-making – routing requests, escalating issues, keeping everyone accountable. Ruby deals with the human side – answering calls, managing live chats, keeping customers from bouncing. Connect them through Zapier, and you’ve got a system where customer inquiries trigger approval chains automatically, and approvals kick off personalized customer responses without manual handoffs.

The Nuts and Bolts of How This Works

Ruby’s strength is its human touch – virtual receptionists, live chat agents, and message takers who handle customer interactions. ApproveThis is the rulebook – structured workflows that ensure decisions happen fast and correctly. Together, they solve two problems:

• “Who needs to approve this?” → ApproveThis routes it automatically
• “Did we tell the customer what’s happening?” → Ruby handles communication

Here’s the kicker: approvers in ApproveThis don’t need Ruby licenses. Your external vendors can approve contracts via email while Ruby manages client comms. Your sales team gets purchase approvals without leaving Slack. Everybody wins.

Real-World Use Cases That Actually Matter

1. When Customer Messages Need Instant Action

Picture this: A Ruby agent takes a message from a enterprise client asking for a 20% volume discount. Normally, this would get emailed to a sales director, then forgotten. With the integration:

Ruby → ApproveThis: The message automatically creates an approval request. Your workflow routes it to Sales > Finance > Legal based on discount size. Approvers get email links (no login required), thresholds auto-approve small discounts, and once resolved, Ruby sends a personalized update.

Who cares: B2B sales teams dealing with custom contracts. Customer support handling refunds over $X. Anyone tired of "I thought you were handling this?"

2. Approval Chains That Actually Communicate

Your procurement team approves a vendor contract in ApproveThis. Without this integration, someone manually copies the decision into an email. With it:

ApproveThis → Ruby: The moment procurement approves, Zapier triggers Ruby to send a personalized email or SMS to the vendor. Bonus points: Use calculated fields to include contract terms in the message automatically.

Who cares: Procurement teams managing 50+ vendors. HR departments onboarding contractors. Any team tired of being ghosted because comms fall through cracks.

Why This Isn’t Just Another Integration

Most approval tools make you choose between speed and compliance. Most communication tools create more work. Here’s where this combo stands out:

For Customer-Facing Teams

Customer success managers can approve exception requests during live Ruby chats without switching tools. Approval thresholds auto-approve common requests (like 10% discounts), while Ruby logs every interaction.

For Finance & Legal

Auto-escalate contracts over $50K to legal review via ApproveThis. Once approved, Ruby sends executed copies via secure email. Vacation delegation ensures no bottlenecks when counsel is out.

For Operations

Field service requests from Ruby messages get approved based on technician availability. ApproveThis uses location data and calendars to route approvals, then Ruby confirms appointments with customers.

Setting This Up Without Losing Your Mind

If you can set up a Slack channel, you can do this. Here’s the playbook:

1. Map your messy approval chains first: Identify where Ruby interactions (calls, chats) need approvals, and where ApproveThis decisions need comms.
2. Build two-way Zaps:
   - Trigger: New Ruby message → Action: Create ApproveThis request
   - Trigger: ApproveThis decision → Action: Send Ruby email/SMS
3. Use calculated fields smartly: Auto-populate request details like customer name, inquiry type, or $ amounts from Ruby into ApproveThis logic.

Pro tip: Start with one workflow (e.g., customer discount approvals). Scale after you work out the kinks.

The Silent Killer Feature: Email Approvals

Here’s what everyone misses: ApproveThis lets approvers say yes/no via email without logging in. So when Ruby flags an urgent customer issue:

- Manager gets an email: “Approve 15% discount for Customer X? Reply YES/NO.”
- They reply, ApproveThis updates the request, Ruby notifies the customer.
- No app logins. No missed notifications. No 8-step tutorials for execs.

When To Use This vs. When To Pass

This combo works if:

• You have >25 employees handling approvals + customer comms
• Your approval chains involve 3+ people/departments
• Customers expect real-time updates (contracts, service changes)

Skip it if:

• All approvals happen in one department with 2 people
• You use Ruby solely for basic call routing

Bottom Line: This Is About Speed Without Chaos

Approvals slow down companies. Poor communication frustrates customers. Connecting ApproveThis and Ruby through Zapier isn’t about automation – it’s about eliminating the “waiting game” that costs deals and burns team morale.

Your approvers stay in their comfort zone (email, Slack). Your Ruby team focuses on conversations, not chasing down decisions. And you? You get to stop being the human Zapier between departments.

Next step: Book a 15-minute demo showing how to connect your Ruby workflows. Or start a free trial and build your first Zap in under an hour.