ApproveThis manages your pro-Forms Integration approvals.

Why pro-Forms and ApproveThis Are Better Together

When field teams submit forms or manage jobs, delays in approvals often create bottlenecks. pro-Forms excels at mobile data collection and job management, while ApproveThis automates decision-making workflows. Together, they eliminate manual handoffs between data collection and approvals. For example, a construction crew submitting equipment requests via pro-Forms can trigger instant approval chains in ApproveThis, cutting approval times from days to hours. This integration isn’t just about speed—it’s about accuracy, accountability, and keeping projects moving.

Approvers don’t need pro-Forms licenses to review requests, making it cost-effective for external partners or cross-departmental collaboration. Finance teams can validate expense reports without logging into field software, while vendors approve purchase orders directly via email. The result? Fewer delays, fewer errors, and more transparency.

Key Features at a Glance

pro-Forms Strengths

pro-Forms simplifies mobile data collection with customizable forms, job tracking, and site management. Field teams capture data offline, dispatch crews, and update job statuses in real time. Its ability to create or update records based on triggers makes it ideal for dynamic environments like construction sites or service fleets.

ApproveThis Advantages

ApproveThis adds structure to approvals with role-based workflows, automated escalations, and real-time tracking. Features like calculated fields and approval thresholds ensure compliance—for instance, automatically routing high-value contracts to executives. Vacation delegation prevents bottlenecks when approvers are unavailable, while email-based reviews keep external stakeholders in the loop without additional logins.

Real-World Applications Across Industries

1. Automating Field Requests and Approvals

Template: Create approval requests for new pro-Forms submissions.
How It Works: When a field technician submits a equipment repair form in pro-Forms, ApproveThis instantly generates an approval request. The maintenance manager receives an email, reviews the details, and approves or denies it within minutes.

Industry Example: A utility company uses this flow to process 200+ daily inspection reports. Approval thresholds automatically escalate urgent repairs, reducing equipment downtime by 35%.

2. Launching Jobs After Approval

Template: Create pro-Forms jobs when ApproveThis requests are approved.
How It Works: Once a marketing campaign budget gets approved in ApproveThis, pro-Forms generates a job record. The creative team receives immediate notification to begin work, with all details pre-populated from the approval.

Industry Example: A landscaping company approves client project requests, triggering job creation in pro-Forms. Crews access site details and scope instantly, cutting project setup time by half.

3. Syncing Customer and Site Records

Template: Generate pro-Forms customer/site records for new approvals.
How It Works: When a sales contract is approved, pro-Forms creates a customer record and links it to the project site. Field teams have immediate access to client-specific details without manual data entry.

Industry Example: A solar installer automates site setup for approved residential projects. Site managers get GPS coordinates, electrical diagrams, and client contacts automatically, reducing pre-installation meetings by 60%.

Setup Guide: Connect pro-Forms and ApproveThis in 15 Minutes

Step 1: Create a Zapier account if you don’t have one. Zapier’s free plan supports basic integrations between pro-Forms and ApproveThis.

Step 2: Choose a trigger. For example, select “New Submission” in pro-Forms to start the Zap when a form is submitted.

Step 3: Set up the action. Select ApproveThis’s “Create Request” action, mapping pro-Forms fields (like project cost or site address) to the approval template.

Step 4: Test the integration. Submit a test form in pro-Forms to ensure the approval request populates correctly in ApproveThis. Refine field mappings if needed.

For two-way syncs, create additional Zaps. Example: Trigger a pro-Forms job creation when an ApproveThis request is approved.

Team-Specific Benefits

Field Teams

Reduce time spent chasing approvals. Submit a form in pro-Forms and receive decisions before leaving the site. Real-time tracking in ApproveThis lets crews check request statuses without calling the office.

Finance and Procurement

Enforce spending policies automatically. Approval thresholds in ApproveThis ensure purchase requests over $10K route to directors. Calculated fields validate totals against budgets before submission.

Project Managers

Monitor progress holistically. Approved requests in ApproveThis trigger job creation in pro-Forms, while denials send automated feedback loops to field teams. All updates sync in both platforms.

External Partners

Vendors or clients approve documents via email without needing pro-Forms access. ApproveThis logs their decisions and updates pro-Forms records, maintaining a single source of truth.

Maximizing the Integration’s Potential

Combine multiple Zaps for end-to-end automation. For example:

• A pro-Forms equipment check-out form triggers an ApproveThis request for supervisor approval.
• Once approved, pro-Forms dispatches the equipment to the job site.
• After job completion, another Zap requests client sign-off via ApproveThis.

Use ApproveThis’s calculated fields to automate decisions. A field service company calculates project ROI within the approval request, routing only profitable jobs to managers. If calculations fall below thresholds, requests auto-deny with preset feedback.

Leverage approval groups for complex workflows. Infrastructure projects might require sequential approvals from safety, finance, and operations teams. Each group reviews in ApproveThis, while pro-Forms updates reflect current approver statuses.

Common Pitfalls to Avoid

Don’t: Skip field mapping tests. A mismatched form field in pro-Forms can send incorrect data to ApproveThis, causing rejections. Always run 3-5 test submissions.

Do: Use pro-Forms’ conditional logic to pre-filter requests. Example: Only forms marked “Urgent” trigger ApproveThis escalations.

Don’t: Over-notify approvers. Adjust ApproveThis’s reminder settings to avoid spamming approvers—set reminders 48 and 24 hours before deadlines.

Do: Train teams on both systems. Field crews should know which pro-Forms submissions require approvals, while office staff monitor ApproveThis dashboards.

Getting Started

pro-Forms and ApproveThis bridge the gap between data collection and decision-making. Whether you’re dispatching crews, managing client projects, or overseeing procurement, this integration ensures nothing falls through the cracks.

Ready to automate your workflows? Register for ApproveThis or schedule a demo to see live examples. For pro-Forms setup, visit their Zapier integration page.