How ApproveThis + ProcessKit Unlock Smarter Project Approvals

When Process Meets Permission

ProcessKit gives teams the structure to execute recurring projects, while ApproveThis adds the guardrails to ensure decisions happen responsibly. Together through Zapier, these platforms create closed-loop automation where standardized workflows meet controlled authorization – perfect for organizations scaling operations without sacrificing oversight.

Why This Combo Works

ProcessKit excels at templating repeatable projects but wasn't built to handle approval gatekeeping. ApproveThis specializes in routing decisions through the right people without disrupting existing tools. The Zapier integration bridges these strengths:

• No License Overhead: Approvers only need ApproveThis access – no extra ProcessKit seats required
• Two-Way Sync: Project updates trigger approvals, while approval outcomes auto-update project records

An architecture firm uses this combo to ensure project blueprints get reviewed by both engineering leads (via ApproveThis) and clients (via email) before ProcessKit tasks are assigned. Approval thresholds automatically greenlight small change orders while escalating major revisions.

Real-World Workflows

1. Project Launch Guardrails

The Problem: Marketing agencies often discover scope creep mid-project because initial requirements weren't properly vetted.
The Fix: New ProcessKit projects trigger ApproveThis requests that route to department heads for budget/resource sign-off.
What Happens: Approvers get email alerts with key project details. Using calculated fields, ApproveThis shows estimated hourly costs vs remaining budget. Denied requests auto-pause the ProcessKit project.

2. Client Onboarding Without the Chase

The Scenario: A SaaS company needs legal review for enterprise client contracts but hates manually creating records across systems.
The Connection: New ApproveThis contract requests auto-create ProcessKit client records with matter details.
The Win: Legal teams work within ApproveThis while account managers see real-time ProcessKit updates – no duplicate data entry.

3. Compliance-Friendly Updates

The Risk: Healthcare providers modifying patient workflows must document who approved changes and when.
The Solution: Any ProcessKit project update triggers an ApproveThis audit trail. Approved changes auto-log timestamps and approver comments in ProcessKit.
The Bonus: Vacation delegation ensures substitute approvers are assigned if primary reviewers are OOO.

Setting Up the Connection

1. In Zapier, create a new Zap with ProcessKit as the trigger app.
2. Choose triggers like "New Project" or "Updated Project Phase".
3. Add ApproveThis as the action app, selecting "Create Request".
4. Map ProcessKit fields to ApproveThis templates (budget, due dates, requester).
5. Set up reverse Zaps using ApproveThis triggers like "Request Approved" to update ProcessKit.

Pro Tip: Use ApproveThis' calculated fields to auto-populate ProcessKit project IDs or cost estimates within approval emails.

Who Benefits Most?

Project Managers

Eliminate status update meetings. ApproveThis' real-time dashboard shows exactly where approvals stand across all ProcessKit projects. Escalation rules automatically nudge slow approvers.

Finance Teams

Approval thresholds auto-approve small expenses routed through ProcessKit while flagging outliers. All decisions sync back to ProcessKit project budgets with full audit trails.

Operations Leaders

Standardize how different teams request resources. An IT team uses ProcessKit templates for equipment requests that route through ApproveThis for CTO sign-off before auto-creating Jira tickets.

Why This Isn't Just Another Integration

Most approval tools force teams into rigid pathways. ApproveThis adapts to how you already use ProcessKit:

Conditional Routing: A digital agency routes website launch approvals to different clients based on ProcessKit project type. Enterprise clients get multi-step legal/technical reviews while small businesses get single-click approvals.

Live Calculations: A construction firm embeds real-time material cost estimates in approval requests. If ProcessKit quantities change, ApproveThis recalculates totals before sending for sign-off.

Getting Started

1. Register for ApproveThis (free 14-day trial)
2. Connect via Zapier using pre-built templates
3. Map your key ProcessKit projects to approval workflows
4. Test with a pilot team – most setups go live in 2 hours

The Bottom Line

ProcessKit keeps projects moving; ApproveThis ensures they move in the right direction. By connecting them through Zapier, you're not just automating tasks – you're building institutional discipline around decision-making. Whether you're managing client work, internal initiatives, or compliance-heavy operations, this integration turns ad-hoc approvals into a strategic advantage.

Ready to stop chasing signatures? Book a custom demo to see how ApprovalThis + ProcessKit work for your use case.