ApproveThis manages your ChurchStamp Integration approvals.

Why Combine ApproveThis with ChurchStamp?

Church communications and administrative workflows often involve multiple layers of decision-making. Whether it’s approving a postcard campaign for a fundraising event or validating QR code scans from a recent mailing, these processes can become bottlenecks without the right tools. ApproveThis and ChurchStamp solve this problem by automating approvals and physical mail delivery through a seamless Zapier integration. Together, they turn manual processes into automated workflows that save time, reduce errors, and keep teams aligned.

ApproveThis specializes in structured approval workflows, letting churches define who needs to sign off on requests, under what conditions, and how escalations should happen. ChurchStamp handles the physical side – sending personalized postcards, letters, or other mailpieces triggered by digital actions. When connected via Zapier, these platforms create a closed-loop system where approvals directly trigger tangible outcomes, and physical interactions (like QR scans) can kick off new approval cycles.

Key Benefits for Churches and Ministries

For churches managing events, donor outreach, or volunteer coordination, this integration addresses three critical needs:

• Speed: Automatically route QR scan validations or mailing requests to decision-makers without manual data entry.
• Accountability: Track who approved what, when, and why in a centralized dashboard.

For example, a church planning a capital campaign might use ChurchStamp to send postcards with QR codes linking to donation pages. Each scan could trigger an ApproveThis workflow to verify the donor’s identity before processing the gift – a layer of fraud prevention that doesn’t slow down the donation process.

Use Case 1: Validating QR Scans Before Processing

How It Works

When a congregation member scans a QR code on a postcard (e.g., to RSVP for an event or access a digital resource), ChurchStamp detects the scan. Through Zapier, this action triggers an approval request in ApproveThis. The request might include details like the scan timestamp, associated campaign, and contact information. Approvers receive an email with a link to review and approve/deny the scan, ensuring only valid interactions move forward.

Real-World Application

Imagine a food pantry ministry using QR codes on mailers to schedule pickup times. Scans from these codes could automatically generate approval requests for volunteers to confirm availability before sending confirmation postcards. Since ApproveThis supports conditional logic, high-priority requests (like same-day pickups) might escalate directly to a coordinator’s phone via SMS, while standard requests follow a preset approval chain.

Use Case 2: Automating Mail Delivery After Approval

How It Works

Once an approval is granted in ApproveThis, Zapier triggers ChurchStamp to send a mailpiece. This could be a thank-you card after a donation is processed, a welcome package for new members, or even a follow-up survey after a community event. The integration ensures no mail goes out without proper sign-off, reducing the risk of errors like incorrect addresses or outdated messaging.

Real-World Application

A church school might use this workflow to handle tuition payment reminders. When a parent’s payment is 30 days late, an automated approval request is sent to the finance team. Once approved, ChurchStamp automatically mails a printed reminder with payment instructions. If denied (e.g., because the parent already set up a payment plan), the workflow halts, preventing unnecessary communication.

Features That Make This Integration Unique

ApproveThis adds capabilities that ChurchStamp alone can’t provide:

• Approval Thresholds: Automatically approve small donation requests (e.g., under $500) while flagging larger amounts for human review.
• Vacation Delegation: If a pastor or administrator is unavailable, approval tasks shift automatically to their backup.

ChurchStamp complements this with tools like address validation and mail tracking, ensuring physical communications align with digital approvals. Together, they create a system where every decision – digital or physical – is documented and actionable.

Setting Up the Integration

Step 1: Connect Accounts

Create Zapier accounts for both ApproveThis and ChurchStamp. In Zapier, select “Create Zap” and choose ChurchStamp as the trigger app. Select the “New QR Scanned” event.

Step 2: Configure Triggers

Map the QR scan data (e.g., recipient name, scan date) to ApproveThis fields. For example, you might route scans from a “Capital Campaign” QR code to a specific approval template in ApproveThis.

Step 3: Set Up Approval Logic

In ApproveThis, define who approves the request. Use calculated fields to add dynamic rules – like requiring two signers for scans originating from high-value donor postcards.

Team-Specific Benefits

Communications Teams

Track which mail campaigns generate the most engagement by tying QR scan approvals to specific designs or messaging. If a postcard’s scan rate is low but approval rates are high, it might indicate strong interest from a niche group worth targeting again.

Finance Teams

Link donation-related QR scans to approval workflows that require budget committee sign-off before depositing funds. ApproveThis’ audit trails provide a clear record for annual reviews or compliance checks.

Leadership Teams

Use vacation delegation to ensure urgent requests (like disaster relief mailers) aren’t delayed by absences. Approval groups let senior staff share responsibility without duplicating efforts.

Why This Integration Works for External Partners

Churches often collaborate with external printers, freelance designers, or community partners. With ApproveThis, these collaborators can review and approve mailpiece drafts or campaign budgets directly via email – no ChurchStamp license required. This keeps workflows moving without exposing sensitive data or overwhelming external users with new tools.

Next Steps

To get started:

1. Sign up for ApproveThis and ChurchStamp.
2. Explore prebuilt templates in Zapier’s ApproveThis integration library.

For personalized guidance, schedule a demo with ApproveThis to see how conditional approvals and calculated fields can adapt to your church’s unique needs. Whether you’re managing a small parish or a multi-campus ministry, combining these tools turns administrative tasks into strategic advantages.