ApproveThis manages your Bestmate Integration approvals.

Why Approval Automation Isn’t Just Nice to Have

Let’s cut through the fluff: if your team’s still chasing down signatures via email threads or Slack pings for every booking, invoice, or client request, you’re hemorrhaging time and money. ApproveThis and Bestmate fix this by turning approval bottlenecks into automated workflows that actually work for humans.

Bestmate handles the heavy lifting of scheduling, client management, and invoicing. ApproveThis adds the missing piece: structured decision-making that doesn’t require babysitting. Connect them through Zapier, and you’ve got a system where approvals happen in the background while your team does actual work.

How This Combo Actually Works (Without the Tech Jargon)

Here’s the simple version: when something needs approval in Bestmate (like a new booking), Zapier tells ApproveThis to start a review process. Approvers get an email, click approve/deny, and the result automatically updates both systems. No logins, no meetings, no chaos.

Key advantage: ApproveThis doesn’t require your approvers to have Bestmate licenses. Clients, contractors, or execs in another department can greenlight requests directly from their inbox without getting tangled in your internal tools.

Real Use Cases That Move the Needle

1. Booking Approvals That Don’t Tank Client Relationships

Event planners and agencies: When a new Bestmate booking comes in for a high-value client, auto-trigger an approval workflow to verify:

• Availability conflicts with existing contracts
• Special pricing terms negotiated offline
• Resource allocation (staffing, equipment, etc.)

ApproveThis’ calculated fields automatically flag bookings that exceed budget thresholds, while conditional routing ensures the right people review based on client tier or project type. No more overpromising because someone didn’t check the calendar.

2. Client Onboarding Without the Paperwork Nightmare

Contractors and consultants: New Bestmate clients? Set up auto-approvals for:

• Contract reviews (legal team gets notified if terms deviate from standard)
• Deposit verification (accounting approves before scheduling kicks in)
• Scope alignment (project lead confirms deliverables match the proposal)

Use ApproveThis’ approval groups to require consensus from all stakeholders before the client gets added to your active roster. Miss a step? The workflow halts until resolved – no accidental activations.

3. Invoice Approvals That Actually Prevent Overpayments

Field service businesses: When Bestmate generates invoices for subcontractors or vendors, ApproveThis can:

- Auto-flag invoices exceeding quoted amounts using calculated fields
- Route approvals based on vendor type (e.g., plumbing vs. electrical)
- Escalate to finance if payment terms don’t match purchase orders

Vacation delegation ensures someone’s always covering – no more “waiting for Jim to get back from Cabo” delays. Approvers get digest emails with all pending items, cutting review time by 60%+.

Setup That Takes Minutes, Not Days

For the “New Booking → Approval” workflow:

1. In Zapier, choose Bestmate’s “New Booking” trigger
2. Map critical booking details to ApproveThis’ request fields (dates, client, $ amount)
3. Set approval rules in ApproveThis: thresholds, approvers, escalation paths
4. Connect approval outcomes back to Bestmate (auto-confirm bookings or flag issues)

Pro tip: Use ApproveThis’ test mode to simulate requests before going live. Break it on purpose – you’ll see exactly where approvals get stuck.

Why This Isn’t Just “Another Integration”

Most approval tools force you to choose between flexibility and simplicity. ApproveThis + Bestmate via Zapier gives both:

For operations teams: Real-time dashboards show exactly which bookings/clients/invoices are stuck and why. No more spreadsheet trackers.

For finance: Approval thresholds auto-approve small expenses but require scrutiny on big spends. Auditors get a clean paper trail.

For department heads: Custom workflows per team without IT involvement. Sales uses different approval rules than service? Done.

The Hidden Perks You’ll Actually Care About

Beyond the obvious time savings:

- Client-facing polish: Approvers get branded emails with all context needed. No “Wait, what’s this for?” replies.
- Compliance armor: Every decision is logged with timestamps and comments. Perfect for audits or contract disputes.
- Scale without chaos: Add new approvers or adjust rules as you grow. No process overhaul needed.

Who This Actually Helps (No Generic BS)

Event & Hospitality Companies: Approve venue bookings against seasonal rate cards. Catering manager approves menu, sales approves pricing, ops approves staffing – all before the client gets a confirmation.

Home Services Contractors: Dispatch team books a job in Bestmate. System auto-checks: Is this client under warranty? Does the estimate match the service history? Tech lead approves or escalates.

Marketing Agencies: New client onboarded in Bestmate? Trigger approvals for NDAs, project kickoff dates, and creative brief alignment across 3 departments. Miss a step? The workflow doesn’t move.

Getting Started Without the Overwhelm

1. Grab an ApproveThis trial – takes 2 minutes
2. Connect to Bestmate via Zapier (pre-built templates available)
3. Clone our proven workflows:
  - Booking approvals
  - Client onboarding checks
  - Invoice/purchase order alignment
4. Tweak with your rules, approvers, and alerts

Stuck? Their support actually answers. No robots, just humans who’ve set this up a thousand times.

The Bottom Line

ApproveThis + Bestmate isn’t about flashy features – it’s about eliminating the 17 approval-related emails you deal with daily. It’s for teams tired of being human routers for PDFs and spreadsheets.

If you’re booking jobs, managing clients, or processing invoices at scale, this integration pays for itself in reclaimed hours. And no, you don’t need to be a tech whiz to set it up.

Next step: Book a 12-minute demo. See how to automate your messiest approvals, or keep drowning in CC’d emails. Your call.