ApproveThis manages your Occasion Integration approvals.

When Approval Workflows Meet Event Management

Let’s cut to the chase: approvals suck. Not because they’re unnecessary – they’re critical – but because most companies handle them like it’s 2003. You’ve got event managers chasing down sign-offs via Slack, finance teams drowning in spreadsheet requests, and marketing leads playing phone tag with legal. Meanwhile, your actual work – creating killer customer experiences through events – gets buried under administrative sludge.

ApproveThis and Occasion fix this by doing what all great tech partnerships should: making two separate tools work together so well that they feel like one system. ApproveThis handles the structured decision-making (with teeth), Occasion nails the event execution, and Zapier acts as the quiet MVP connecting them without needing an IT degree to set up.

The Nuts and Bolts of Better Events

Here’s what happens when you connect these two through Zapier:

• No more “Who approved this?” chaos: Every booking, vendor contract, or budget request in Occasion automatically triggers an approval chain in ApproveThis.
• Zero manual handoffs: Approved events in ApproveThis instantly become actionable bookings in Occasion.

The magic is in the specifics. Let’s say your sales team books a client appreciation dinner through Occasion. Instead of the event lead having to beg for budget approval via email, ApproveThis automatically routes the request to the right stakeholders based on amount, department, or client tier. Approval happens in minutes, not days – and the approved event details flow back into Occasion without anyone having to copy-paste data.

Real-World Use Cases That Don’t Feel Like Corporate Fluff

Use Case 1: Automatic Approvals for New Bookings

How it works: Every time someone creates a new event booking in Occasion (say, a 200-person conference or a VIP cocktail hour), Zapier automatically fires up an approval request in ApproveThis. The request includes all relevant details – venue costs, attendee count, vendor contracts – so approvers have context without digging through emails.

Who cares: Marketing teams running lead gen events. They need fast sign-offs from legal (contracts), finance (budget), and security (venue safety), but can’t afford to wait three days for everyone to check their inboxes. With role-based approvals in ApproveThis, each department lead gets tapped in sequence, with automatic escalations if someone’s OOO.

Use Case 2: Turn Approved Requests into Bookings

Flip the script: When a sponsorship deal gets approved in ApproveThis (say, $50K for a trade show booth), Zapier instantly creates a corresponding booking in Occasion. No more “Wait, was that approved?” confusion between sales and operations.

Who wins: Enterprise sales teams. They’re constantly negotiating custom event packages for big clients. By tying approvals directly to Occasion bookings, they eliminate the risk of overpromising unapproved deliverables. Plus, ApproveThis’ calculated fields automatically flag if a request exceeds budget thresholds, so sales can’t accidentally commit to champagne wishes on a beer budget.

Setting This Up Without Losing Your Mind

If you’re allergic to technical jargon, breathe easy. Here’s the playbook:

1. Connect ApproveThis and Occasion via Zapier (takes 8 minutes if you’re slow at clicking)
2. Pick your trigger: “New Booking in Occasion” → “Create Approval Request in ApproveThis” or “Approval in ApproveThis” → “Create Booking in Occasion”
3. Map critical data fields (budget amount → approval threshold, event date → deadline, etc.)
4. Test with a $1 internal team lunch request to see the magic happen

Pro tip: Use ApproveThis’ conditional logic to auto-approve repeat events under $5K while flagging anything over $20K for CFO review. Saves everyone from approval fatigue.

Department-Specific Wins

Marketing Teams: No More Budget Surprises

Marketing’s running a series of regional user conferences. Every venue quote from Occasion triggers an approval workflow that routes to the regional lead first, then to HQ marketing if over local budget limits. Approved? The event details auto-populate in Occasion with all vendor contacts and payment terms. Denied? The request gets kicked back with comments before the team wastes time on contract negotiations.

Operations: Vendor Management That Doesn’t Keep You Up at Night

When operations books AV equipment through Occasion, ApproveThis automatically checks if the vendor is pre-approved (using custom fields) and whether the cost aligns with historical pricing. If not, it routes for procurement review. No more rogue overpriced projector rentals.

Finance: Control Without Being the Bad Guy

Finance sets approval thresholds in ApproveThis – maybe $10K auto-approves for trusted managers, $10K-$50K needs director sign-off, and anything higher requires VP review. When bookings come through Occasion, the right approvers get tapped based on rules, not who’s CC’d on an email. Plus, every approved event ties back to a clean audit trail in ApproveThis.

The Quiet Advantage: External Approvers Don’t Need Occasion Logins

Client wants to approve the event run-of-show? Vendor needs to sign off on setup timelines? ApproveThis handles this without giving outsiders access to your Occasion account. They get an email, click approve/reject, and you maintain control over your core systems. Huge for agencies managing multiple clients or enterprises working with external partners.

Why This Isn’t Just Another Integration

Most app integrations are just data passthroughs. This combo actually changes how teams operate:

• Speed: Approval-to-booking cycle time drops from days to hours
• Accuracy: No manual data entry between systems means fewer errors
• Visibility: Track an event’s status from initial request to final booking in one dashboard

And because ApproveThis sits on top of Occasion via Zapier, you’re not ripping out existing workflows. It’s an augmentation, not an overhaul.

Bottom Line: Approval Processes Shouldn’t Be the Main Event

Your team’s job is to create memorable experiences, not babysit approval chains. By connecting ApproveThis and Occasion, you’re not just automating steps – you’re ensuring that every booked event is compliant, budgeted, and ready to execute without last-minute scrambles.

Ready to stop being a professional nag? Get started with ApproveThis or schedule a demo to see how it plays with Occasion. Your future self (and your annoyed approvers) will thank you.