ApproveThis manages your Eventscase Integration approvals.

Why Bother Connecting These Two?

Let’s cut to the chase: planning events sucks when you’re stuck waiting for Karen in accounting to approve the budget or chasing down six managers to sign off on speaker contracts. That’s where pairing ApproveThis with Eventscase turns a logistical nightmare into something resembling actual workflow. Think of it like adding a turbocharger to your event planning process – except instead of engine parts, you’re using Zapier to connect approval automation with event management.

The Good Stuff You Get From This Combo

When you link these platforms through Zapier, you’re not just moving data between apps – you’re creating guardrails for your event planning. Here’s what actually matters:

Kill the Email Chains

No more “APPROVE THIS URGENT!!!” subject lines. Approvers get notified in their inbox (or Slack, Teams, carrier pigeon – whatever), click approve/reject, and everyone moves on with their lives. Even better? Approvers don’t need an Eventscase login. Perfect for getting quick sign-offs from external vendors or executives who can’t be bothered to learn another platform.

Budget Controls That Actually Work

Set approval thresholds so a $5,000 catering order auto-approves if it’s under budget, but gets flagged for review if it’s over. No more finding out after the fact that your sales team ordered lobster tacos for 500 people.

Who’s In Charge When Bob’s On Vacation?

Events don’t care about your PTO calendar. ApproveThis automatically reroutes approvals to a backup when someone’s OOO. No more tracking down alternate approvers manually when your venue deposit is due yesterday.

Real Scenarios Where This Actually Helps

Let’s get specific about how mid-sized companies use this combo to avoid dumpster fires:

Use Case 1: Corporate Event Budget Sign-Off

Who Cares: Finance teams at tech companies (100-500 employees) managing 20+ regional user conferences annually.
The Problem: Every event coordinator submits budget requests through different channels (email, Slack, sticky notes). Finance wastes hours consolidating data and chasing signatures.
The Fix: New Eventscase event → Auto-create ApproveThis request with budget breakdown → Routes to CFO if over $15k, else auto-approves. Finance gets standardized data; coordinators get instant visibility.

Use Case 2: External Speaker Contracts

Who Cares: Marketing teams at professional services firms (200-1000 employees) hosting webinars.
The Problem: Legal needs to review every speaker contract, but they’re not in Eventscase. Contracts get lost in legal’s inbox for weeks.
The Fix: New Eventscase speaker added → Auto-send contract terms to ApproveThis → Legal team approves via email without logging into Eventscase. Marketing tracks status in real-time dashboard.

Use Case 3: Compliance for Employee Offsites

Who Cares: HR departments at manufacturing companies (500-2000 employees) organizing plant tours.
The Problem: Safety team needs to approve locations, but they’re drowning in paper forms and missed deadlines.
The Fix: New attendee list in Eventscase → Auto-check headcount against venue capacity → Flag for safety review if over 50 people. HR skips manual headcounts; safety team gets clear thresholds.

Setting This Up Without Losing Your Mind

Here’s the 5-minute version of setup (we know you’ve got a meeting in 10):

1. Connect both apps to Zapier (here’s Zapier’s guide if you’re new)
2. Pick your trigger in Eventscase: New event, attendee added, etc.
3. Set conditions in ApproveThis: “If budget > $X, require CFO approval”
4. Test with a real event request (pro tip: name it “TEST - DO NOT APPROVE” unless you want a surprise)

Who Benefits (Besides Your Sanity)

Marketing Teams

Stop playing phone tag with legal every time you book a venue. Set approval rules for contract values, then focus on actual marketing.

Operations Managers

Auto-flag events that don’t meet safety protocols or budget allocations before they become your problem at 2 AM.

Finance Departments

Get all event budgets in one dashboard instead of digging through emails. Set hard limits so junior staff can’t accidentally overspend.

The Fine Print That Actually Matters

A few things to remember:

• Approvers don’t need Eventscase seats – huge cost saver when working with external partners
• Use calculated fields to auto-flag issues (e.g., “Catering cost per attendee exceeds $50”)
• Zapier handles the heavy lifting, but test your workflows with real data first

Why This Isn’t Just Another Integration

Most event tools either handle approvals OR management – trying to do both usually means half-baked features. By connecting specialized tools through Zapier, you get:

Actual accountability: See exactly who approved what, when, and why in ApproveThis’ audit trail.
No more Swiss Army knives: Use Eventscase for what it’s good at (event logistics), ApproveThis for approvals.
Flexibility: Change approval rules without IT help when your company grows from 100 to 1000 people.

Ready to Stop Herding Cats?

If you’re planning more than three events a year without automated approvals, you’re basically volunteering for unnecessary stress. The setup takes an afternoon and pays off before the next quarterly planning meeting hits.

Book a 15-minute demo to see how it works, or start a free trial if you’re the DIY type. Either way, your future self (and Karen from accounting) will thank you.