How ApproveThis + PostGrid Automates Paperwork Without the Papercuts

When Approval Workflows Meet Physical Mail

Let’s be real: nobody gets excited about approving cheques or mass-mailing compliance letters. But when you’re dealing with real-world documents that need physical signatures and stamps, slow approvals cost more than just time—they cost postage, client trust, and sometimes literal dollars in late fees. That’s where connecting ApproveThis (your approval sheriff) and PostGrid (your mailroom robot) through Zapier turns a logistical headache into a competitive advantage.

Why This Combo Works Like Coffee Meets Keyboard

ApproveThis handles the decision-making bureaucracy. PostGrid handles the printing and mailing grunt work. Together, they automate the entire lifecycle of physical documents—from “Should we send this?” to “It’s in the mailbox.” Here’s the kicker: approvers can greenlight PostGrid mailings without needing a PostGrid license. Perfect for finance teams getting CFO sign-off or agencies sending client campaign postcards for review.

Key Benefits for Teams Who Hate Waiting

• Finance Teams: Stop chasing execs to approve cheques—route them automatically based on amount thresholds
• Legal/Compliance: Automatically generate and mail audit trail letters when approvals happen

Real-World Use Cases That Don’t Suck

1. Cheque Approvals That Don’t Require Carrier Pigeons

Insurance companies processing claim payouts: When PostGrid creates a new cheque, ApproveThis automatically routes it to the right manager based on amount. Over $10k? Escalate to VP. Under? Auto-approve. Approvers get an email, click approve, and PostGrid mails it—no login required. Reduces cheque processing time from days to hours.

2. Compliance Letters That Send Themselves

Healthcare providers needing to mail HIPAA notices: Start an approval workflow in ApproveThis for new patient letters. Once approved, Zapier triggers PostGrid to print/mail the document with tracking. Legal gets proof of delivery without lifting a finger.

3. Marketing Postcards That Don’t Miss the Moment

Real estate agencies running local campaigns: Marketing creates a batch of neighborhood postcards in PostGrid. ApproveThis routes them to the brokerage manager for approval. Once approved, PostGrid mails them same-day. No more “Wait, did we send the Spring listing postcards?” meetings.

Setting This Up Without an IT Degree

Here’s the 3-step playbook:

1. Connect the Apps: Create a Zapier account, then connect ApproveThis and PostGrid
2. Pick Your Trigger: Like “New Cheque in PostGrid” or “Approval Completed in ApproveThis”
3. Add Logic: Set approval rules (thresholds, approvers) in ApproveThis and mail templates in PostGrid

Pro Tip: Use Calculated Fields for Auto-Escalations

ApproveThis’ calculated fields let you auto-route requests. Example: If a PostGrid cheque amount exceeds $5k, calculate tax implications and auto-add the CFO as approver. No manual triage needed.

Why Your Team Leads Will Care

For Finance Directors

ApproveThis’ threshold rules mean junior staff can handle routine cheques without oversight. Vacation delegation ensures cheques get signed when managers are OOO—no more holding checks hostage because someone’s at a conference.

For Marketing Ops Managers

Sync approved campaign budgets from your accounting software to PostGrid. Automatically trigger postcard mailings when campaigns are approved, with real-time spend tracking against approval limits.

For Legal Teams

Every approved document in ApproveThis can auto-generate a certified letter via PostGrid. Full audit trail showing who approved what, when it was mailed, and delivery confirmation—all without paralegals manually merging PDFs.

The Hidden Perks You Didn’t Expect

Approval Groups for Cross-Team Reviews: Need marketing AND legal to sign off on a promo mailer? Set up a consensus-based group in ApproveThis where both teams vote. Only send via PostGrid if both approve.

Real-Time Tracking That Actually Matters: See where every mailed document is in the approval AND postal process. No more “I approved it last week, why hasn’t it shipped?”

Common Mistakes to Avoid

Don’t: Use sequential approvals for time-sensitive mailings (like tax documents). If approver 1 takes 2 days and approver 2 takes 3, your mailing misses the deadline. Use parallel approvals instead.

Do: Set up PostGrid fallback templates. If a cheque approval is denied, auto-send a “Payment Declined” letter with ApproveThis’ denial reasons pre-filled.

Ready to Stop Being a Human Router?

If your team spends more time chasing signatures than doing actual work, it’s time to let ApproveThis and PostGrid handle the bureaucratic ballet. The best part? You can start small—automate cheque approvals first, then expand to other mailings once you see the time (and sanity) savings.

Next steps: Register for ApproveThis and use their pre-built PostGrid templates, or book a demo to see how approval automation works for your specific mail workflows.