ApproveThis manages your Cloudbeds Integration approvals.

When PMS Meets Approval Process Management

Let’s cut through the noise: hotels, hostels, and vacation rental companies live or die by two things - guest experience and operational speed. Cloudbeds handles the first part beautifully with its property management system. ApproveThis owns the second by cutting through approval bottlenecks like a concierge sharpening scissors. Together? They’re the Swiss Army knife your operations team actually wants to use.

Here’s the raw deal - 42% of hospitality businesses still use manual approval processes for reservations, procurement, and vendor payments. That’s 42% too many teams getting buried under email chains and missed deadlines. This integration via Zapier automates the handoff between your PMS and your decision-makers. No more lost requests between the front desk and finance. No more guests waiting 72 hours for confirmation on group bookings. Just actual business moving at actual business speed.

Three Ways This Combo Upgrades Your Operation

1. Reservations That Don’t Collect Dust

The average 150-room hotel processes 23 special requests daily - wedding blocks, corporate rates, accessibility needs. Each requires cross-department sign-off. Connect Cloudbeds’ New Reservation trigger to ApproveThis’ approval workflows and watch what happens:

Example: A 20-room booking from a travel agency hits your Cloudbeds. Zapier instantly creates an approval request with rate details, special requests, and cancellation terms. Your revenue manager gets an email they can approve/reject in one click. The whole process takes 8 minutes instead of 2 days. The agency books you again next quarter because you didn’t make them wait.

2. Post-Checkout Actions That Actually Happen

Guest checks out. Now what? Damage deposits to release. Loyalty points to assign. Survey triggers to approve. Cloudbeds’ New Checked-Out Guest trigger paired with ApproveThis means:

A boutique hostel chain auto-generates approval requests for deposit returns. Managers review housekeeping reports and incident logs directly in the approval portal. Approvals happen before the guest’s plane takes off. Disputes drop 18% because you’re not waiting until Tuesday’s finance meeting.

3. Two-Way System Sync Without the Headache

When ApproveThis kicks off a new workflow (say, approving a new vendor contract), Zapier can trigger custom API calls in Cloudbeds. Update room rate restrictions. Push new package deals to connected OTAs. Sync approved purchase orders with your procurement system. It’s about making approvals actually do things instead of just existing as checkboxes.

The Setup That Takes Less Time Than a Room Turnover

1. Zapier account: Free tier works, but paid unlocks premium triggers
2. Connect Cloudbeds: Auth via Cloudbeds’ API credentials (your IT team has these)
3. Pick your trigger: New reservation? Checkout? Rate change?
4. Map to ApproveThis: Auto-fill request details from Cloudbeds data
5. Test with live data: Book a test room, watch the approval flow

Pro tip: Use ApproveThis’ approval thresholds to auto-approve reservations under $5k or with pre-negotiated rates. Frees up managers for actual problems.

Who Benefits? Let’s Break It Down

Revenue Managers

Stop babysitting rate approval emails. Set conditional rules in ApproveThis:
- Corporate rates over 15% discount? Needs VP sign-off
- Group bookings under 7 nights? Auto-approve
- Wedding blocks in peak season? Route to events + finance

Operations Directors

Your housekeeping budget approvals just got teeth. Attach Cloudbeds’ occupancy reports to procurement requests. See real-time spend against room revenue. Escalate overdue approvals automatically when someone’s OOO.

Guest Services Teams

That “VIP guest wants early check-in” request? It’s not slipping through Gmail cracks anymore. Front desk triggers approval workflows from Cloudbeds guest profiles. Maintenance and housekeeping approve/deny with shift availability visibility.

What You’re Really Solving Here

Hotels lose $12.49 per reservation in labor costs chasing approvals (Hospitality Financial Benchmark Study, 2023). Vacation rentals waste 11 hours weekly on manual follow-ups. This integration isn’t about features - it’s about clawing back time you’re currently lighting on fire.

ApproveThis brings:
- Email approvals: Approvers don’t need another login
- Delegation: Auto-reassign tasks when managers travel
- Calculated fields: Auto-flag requests exceeding budget by X%
- Audit trails: Every decision timestamped and reason-logged

Cloudbeds handles the operational data. ApproveThis handles the human decisions. Zapier’s the courier that never takes a smoke break.

Real-World Use Cases That Don’t Suck

Vacation Rental Companies

Problem: 73% of damage deposit disputes happen because approvals took too long.
Fix: Auto-create approval requests in ApproveThis when guests checkout in Cloudbeds. Attach cleaning reports + photos. Approve/deny deposits before next guests arrive.

Hotel Chains

Problem: Corporate rate approvals take 3-5 days across departments.
Fix: Cloudbeds reservation → ApproveThis workflow with dynamic routing:
- Sales approves rate
- Legal reviews terms
- CRM auto-updates upon final approval

Hostels

Problem: Group bookings get rejected because approvals miss deadline.
Fix: Auto-approve groups under 20 beds. Larger groups get instant Slack alerts to managers via Zapier. Approvers get occupancy stats and revenue impact data in the approval request.

The Bottom Line

If your approval processes involve more than two “per my last email” follow-ups, you’re bleeding money and credibility. This integration fixes that by making Cloudbeds the start button and ApproveThis the steering wheel.

No extra Cloudbeds licenses needed for approvers. That vendor, corporate client, or owner who needs to sign off? They approve via email while waiting for their latte. Your team stays in Cloudbeds. Everyone wins.

Ready to stop being part of the 42%? Get ApproveThis and connect your Cloudbeds account in under 10 minutes. Or book a demo if you’d like to see how a 150-room hotel cut approval delays by 79% first.