ApproveThis manages your 123FormBuilder Integration approvals.

Why Approval Workflows Break – And How to Fix Them

Most companies use forms to collect critical data: purchase orders, client onboarding details, or internal service requests. But when those submissions hit inboxes or Slack channels, chaos ensues. Approvers miss emails. Requests stall because someone’s on vacation. Finance can’t track why Q3 budgets were overspent. This is where combining 123FormBuilder’s data capture with ApproveThis’s structured workflows changes the game.

How It Works: No-Code Automation Meets Accountability

Through Zapier, 123FormBuilder triggers approval workflows in ApproveThis based on form submissions or new form creations. For example, a marketing agency’s client intake form can automatically route to legal, finance, and project managers – each approving their piece without needing access to 123FormBuilder. Real-world results? One construction supplier reduced equipment purchase approval times from 72 hours to 8 by auto-routing 123FormBuilder submissions based on dollar thresholds.

Key Integration Benefits

For Finance Teams: Automatic escalation of high-value purchase requests. If a 123FormBuilder submission exceeds $10K, ApproveThis routes it to the CFO tier while lower amounts stay with department heads. Calculated fields validate totals before approval to prevent errors.

For HR: New employee onboarding forms (equipment requests, access badges) get parallel approvals from IT, facilities, and managers. Vacation delegation ensures no delays if a key approver is out.

For External Clients: Clients submit project briefs via 123FormBuilder. ApproveThis notifies internal teams via email – they approve without needing a 123FormBuilder login. Status updates sync back to your CRM.

Two Core Use Cases (And Why They Matter)

1. Automate Form Creation Governance

The Problem: Marketing teams spinning up new lead gen forms without legal review. Sales using outdated compliance language. 123FormBuilder makes form creation easy, but lack of oversight creates risk.

The Fix: Trigger ApproveThis workflows whenever a new 123FormBuilder form is created. Route to compliance, product managers, or client success for mandatory review. Example: A healthcare provider ensures all patient intake forms meet HIPAA standards before going live.

2. Instant Submission Routing

The Problem: Field service submissions (maintenance requests, safety reports) get sent to a generic inbox. Urgent issues languish because the right person isn’t looped in.

The Fix: New 123FormBuilder submissions trigger ApproveThis workflows with conditional routing. A facilities management company uses location data to route HVAC requests to regional managers. Priority fields escalate after-hours emergencies.

Setup Essentials: 15 Minutes to Automated Approvals

Step 1: Connect ApproveThis to Zapier. Create triggers for “New Request” or “Request Approved/Denied.”

Step 2: Set up your 123FormBuilder Zapier trigger (“New Submission” or “New Form”).

Step 3: Map critical 123FormBuilder fields (amounts, departments, priority flags) to ApproveThis. Use calculated fields to auto-validate data like budget totals.

Step 4: Define approvers. Assign backup delegates for uninterrupted coverage.

Pro Tip: Use 123FormBuilder’s hidden fields to capture submitter info (department, cost center) for smarter routing.

Why Teams Choose This Combo Over Native Tools

123FormBuilder’s strength is frictionless data capture, not complex approvals. Native integrations often require approvers to have accounts, creating bottlenecks for external partners. ApproveThis adds:

• Email-Based Decisions: Approvers click “Approve”/“Reject” without logins.
• Audit Trails: Every decision is timestamped and tied to the original 123FormBuilder submission.

Real Impact: Case Snippets

Nonprofit Donations: 123FormBuilder collects donor pledges. ApproveThis routes high-value commitments to the board for acknowledgment. Result: 40% faster major donor follow-ups.

Manufacturing: Quality control forms trigger machine shutdown approvals. Maintenance avoids $18K/hour downtime by escalating via ApproveThis thresholds.

Critical Features You’ll Actually Use

Approval Thresholds: Auto-approve routine submissions (e.g., office supplies under $500) but escalate large CAPEX requests.

Parallel vs. Sequential Routing: Get simultaneous sign-offs from IT and security for software requests, but require CFO approval only after department head sign-off.

Mobile-Friendly: Approvers on-site or traveling can review 123FormBuilder data and approve via phone.

Pitfalls to Avoid

Don’t: Use vague form field labels like “Additional Info.” Map specific 123FormBuilder fields (e.g., “Project Budget”) to ApproveThis’s calculated fields for automatic validation.

Do: Set up 123FormBuilder error notifications. If a submission fails Zapier validation, alert submitters immediately.

When to Consider This Integration

This combo makes sense if:

• Approvals currently happen over email, causing lost requests.
• Multiple departments touch each submission (finance, legal, operations).
• External partners (vendors, clients) submit forms needing internal reviews.

Getting Started: Next Steps

1. Start an ApproveThis trial (no credit card needed).
2. Build a test form in 123FormBuilder with fields relevant to your approvals.
3. Use Zapier’s pre-built template to connect them in <10 minutes.

Final Tip: Run a pilot with one form type (e.g., travel requests). Measure time-to-approval before/after. Most teams see 65%+ faster cycle times.

Ready to stop chasing approvals? Book a custom demo to see how ApproveThis + 123FormBuilder handles your specific workflows.