ApproveThis manages your Kayako Integration approvals.

Two Platforms, One Unified Solution

Customer support teams face a constant challenge: delivering fast resolutions while maintaining internal compliance. Kayako’s multi-channel ticketing system handles conversations across email, chat, and social media, but complex cases often require approvals from finance, legal, or leadership. Manual follow-ups create delays, frustrated customers, and missed SLAs.

ApproveThis solves this bottleneck by adding structured approval workflows directly into Kayako’s customer support pipeline through Zapier. When high-stakes conversations demand internal sign-off – like refunds over $500, contract exceptions, or priority escalations – this integration ensures decisions happen quickly without leaving Kayako’s interface.

Why This Integration Works

Kayako users in industries like SaaS, financial services, and healthcare often deal with requests requiring layered approvals. Traditional methods (forwarding emails, Slack pings) lack audit trails and create version control issues. ApproveThis adds governance without sacrificing speed:

• No License Headaches: External approvers (vendors, clients) can review requests via email without needing Kayako access.
• Conditional Logic: Auto-approve routine requests, escalate only exceptions to managers.
• Real-Time Tracking: See approval status beside relevant Kayako tickets – no spreadsheets needed.

Real-World Use Cases

1. High-Stakes Customer Escalations

A SaaS company uses Kayako to manage enterprise client support. When a critical system outage occurs, their SLA guarantees account credits. The support team creates a Kayako ticket detailing the outage impact. ApproveThis automatically:

• Generates an approval request with calculated credit amounts
• Routes to the CFO if over $10K (using approval thresholds)
• Updates the Kayako ticket with a private note once approved

Result: Clients receive compensation within 2 hours instead of 2 days.

2. Contract Exceptions & Custom Deals

A telecom provider’s sales team negotiates custom contracts via Kayako live chat. Sales reps trigger approval workflows for non-standard terms directly from the chat transcript. Legal and Finance teams review in ApproveThis, with all comments synced to Kayako as private notes. Benefit: Deals close 40% faster with full audit trails.

3. Partner Onboarding & Compliance

A healthcare tech company uses Kayako to manage new partner integrations. Every new organization created in Kayako triggers an ApproveThis workflow requiring compliance checks (certifications, NDAs). Approvers from Legal and InfoSec review via email, with automatic reminders if deadlines approach. Outcome: 100% compliance adherence without delaying onboarding.

Setup in 15 Minutes

Connecting ApproveThis and Kayako requires no coding. Using Zapier, you can build automated workflows (“Zaps”) in three steps:

1. Trigger: Choose a Kayako event (new conversation, organization)
2. Action: Set up ApproveThis to create requests or log decisions
3. Test: Run a live example to confirm data flows correctly

For example, to auto-create approval requests for urgent tickets tagged “Escalate” in Kayako:

1. Zapier watches for new Kayako conversations with the “Escalate” tag
2. ApproveThis generates a request routed to department heads
3. Once approved, Kayako receives a private note and prioritizes the ticket

Features That Make It Unique

ApproveThis enhances Kayako’s capabilities with features built for regulated industries:

Approval Thresholds

Automate tiered approvals based on ticket data. For example:

• Auto-approve refunds under $200 (saving 100+ hours/month)
• Escalate contract changes over 12 months to Legal

Vacation Delegation

Prevent delays when approvers are OOO. If a manager’s calendar shows vacation, requests reroute automatically to their deputy – no manual reassignments needed.

Calculated Fields

Automate decision logic using ticket data. For a Kayako ticket about a delayed shipment, ApproveThis can calculate refund eligibility based on delivery dates and service terms, then recommend approval amounts.

Cross-Team Benefits

Support Teams

Resolve tickets faster with embedded approvals. Agents stay in Kayako instead of chasing down managers.

Finance/Legal

Review requests in their preferred tools (email, Slack) while maintaining a centralized audit trail in ApproveThis.

Leadership

Gain visibility into approval bottlenecks with real-time dashboards. Identify recurring issues causing delays.

Getting Started

To build your first integration:

1. Sign up for ApproveThis (14-day free trial)
2. Connect Kayako via Zapier using this guide
3. Clone pre-built templates or create custom workflows

For complex use cases (multi-department approvals, compliance reporting), request a demo to see enterprise-level features.

The Bottom Line

Kayako excels at conversation management – ApproveThis adds the layer of governance growing teams need. Together, they help:

• Reduce ticket resolution time by 30-60%
• Eliminate compliance gaps in customer agreements
• Scale support operations without adding headcount

Ready to transform your approval processes? Start your free trial or schedule a demo to see advanced features in action.