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10 Best Approval Workflow Software For Project Managers In 2023

Best Approval Workflow Shortlist

Here’s the list of the best approval workflow software that I’ll cover in this

  1. 1. Wrike — Best approval workflow software with integrated approval automations
  2. 2. Ziflow — Best for creative teams looking to streamline approvals
  3. 3. Kissflow Workflow — Best no/low code workflow solution creating custom approval workflows
  4. 4. Jotform Enterprise — Best for integrating third-party apps with dynamic forms
  5. 5. Hub Planner — Best for handling team vacation requests
  6. 6. IntelligenceBank — Best DAM & marketing operations platform with approvals
  7. 7. Filestage — Best approval workflow software for its unlimited reviewers
  8. 8. Admation — Best for marketing teams looking for customized approval workflows
  9. 9. Tallyfy — Best for its process automation for experienced workflow builders
  10. 10. Gain — Best approval workflow software for marketing workflows with collaboration options

We all know that review and approval cycles for project deliverables can wreak havoc on even our most carefully planned projects. Trying to engage multiple unavailable (and often conflicted) stakeholders to review, provide feedback, and eventually provide approvals can be frustrating and complex.

If that sounds like a familiar challenge, you should check out some of these approval workflow tools. They’re a game changer for speedy approvals - they connect with your tools and use automations and workflows to make the process of reviewing and approving deliverables faster and easier. It’s a win for stakeholders and makes life so much easier for us project managers.  I’ve summarized my pick of the best tools to help to choose the right one and make sure you never have to chase your stakeholders ever again!

Overview Of The 10 Best Approval Workflow Software

Here’s a brief description of each approval tool to showcase each tool’s best use case and some noteworthy features. Feel free to check how I picked the software on this list at any time.

1

Wrike

Best approval workflow software with integrated approval automations

Wrike is a work management platform that lets you create automated approval workflows in a no-code environment.

Why I picked Wrike: You can eliminate time wasted chasing approvals with Wrike’s advanced customization capabilities and enable your team to create more high-quality work every day.

Wrike offers a user-friendly experience with advanced customization capabilities. For example, you can organize, see, and manage project timelines using Kanban boards, drag-and-drop Gantt charts, and detailed dashboards. Additionally, you have access to visual proofing, which allows your approvers to comment and interact with your team during the approval process.

Proofing is available in the Business Plus and Enterprise plans. If you are an approver, you will receive all your pending approval notifications in your Wrike Inbox, or you can add a widget to your dashboard to show approvals.

Wrike Standout Features & Integrations

Features include time tracking, project portfolio management, pre-built templates, custom request forms, interactive Gantt charts, visual proofing, workflow automations, and dashboards.

Integrations include native pre-built integrations with more than 400 popular platforms, including Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2 2544

Free plan available

From $9.80/user/month

2

Ziflow

Best for creative teams looking to streamline approvals

Ziflow is a review and approval workflow solution used by creative teams everywhere. It streamlines the feedback and approval process through its support for almost any media type, rich discussion threads, and automated workflows.

Why I picked Ziflow: Instead of sorting through feedback and chasing approvals, you can use Ziflow to automate your approval process. Likewise, you can give your creative team instant visibility on each project, asset, and individual stakeholder. The platform's customizable and automated workflows, along with tracking, make sure everyone stays on task to get projects done on time.

Ziflow Standout Features & Integrations

Features include collaborative discussions, annotations, comments, version comparison, intuitive sign-off on collateral, multi-stage approvals, and approval tracking.

Integrations include Adobe Creative Suite, Dropbox, Slack, Basecamp, and more right out of the box. Also, they have an integration platform called Ziflow connect, with which you can connect it to 1000+ more apps.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5 647

14-day free trial + freemium plan available

From $40/user/month

3

Kissflow Workflow

Best no/low code workflow solution creating custom approval workflows

Kissflow is a low-code/no-code work management platform enabling businesses to easily design and build applications and workflow processes. The workflow management module is equipped with a visual user interface, a suite of task management tools, and an extensive gallery of templates to help you start creating your custom workflows and apps.

Why I picked Kissflow: the platform's workflow and automation features are designed to boost your team's productivity and efficiency in tackling tasks and projects. It is easy to use, regardless of your coding skills, as it doesn't require you to write even a line of code to create workflows quickly. The software uses a visual form and workflow designer to help you design and build automated workflows.

Kissflow Workflow can be leveraged to streamline multiple approval steps and reduce the output and execution time, thanks to its built-in approval management system. The approval workflows can be broken down into five easy steps: design the visual form, build the workflow, set the parameters (rules and exceptions), choose the team members to be added, perform the analysis, and make adjustments when necessary.

Kissflow Standout Features & Integrations

Features include Kissflow's approval management system that creates a unified view, giving project managers access to a centralized console that contains all items that need immediate action and approval. Users can implement role-based access by defining user roles and responsibilities and granting access permissions to key actions and steps. Project managers can also design and create workflows with multiple approval steps using a no-code drag-and-drop function. In addition, Kissflow Workflow offers algorithmic task assignments, automated workflow routing, reporting capabilities, contextual collaboration, and third-party integrations.

Integrations include Google Workspace (Gmail, Google Docs, etc.), and an API is available to build additional integrations.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.3 531

Free demo available

From $15/user/monthly

4

Jotform Enterprise

Best for integrating third-party apps with dynamic forms

Jotform Enterprise provides a powerful, easy-to-use data collection process for businesses looking to optimize their workflow management processes. With Jotform, businesses will have access to offline forms, surveys for product feedback and reviews, collaboration tools, approvals for automated workflows, and conditional logic for a personalized customer form experience. They specialize in B2B businesses but can be adapted to various customer markets and industries.

Why I picked Jotform Enterprise: It offers a modern online form builder that allows you to organize and manage events, register volunteers, and collect donations from a single unified platform. You can choose from thousands of themes and templates to customize without any design experience or even writing a single line of code. Everything is done through the simple drag-and-drop form builder.

Account admins can leverage multiuser options with admin and user-level features for the entire team. It enables single sign-on (SSO) integration, which enables project managers and team leaders to easily manage team members/users through their existing SSO provider when necessary.

Jotform Enterprise is fully capable of automating and streamlining approval workflows for project managers and team leaders with its powerful online forms. Users can easily set up their workflow using the platform’s drag-and-drop interface. They can then track approvals through various tools, including email, mobile apps, and via built-in applications. Moreover, Jotform also has unique features like the e-signature widget, which stakeholders can use to approve forms with minimal effort.

Jotform Enterprise Standout Features & Integrations

Features include workflow automations, conditional logic, e-sign documents with automated signing orders, webhooks, API, and helpful ways to integrate feedback into your workflow.

Integrations include Box, OneDrive, Airtable, Google Drive, PayPal Business, Google Sheets, Google Calendar, Slack, HubSpot, monday.com, and other apps.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2 27

Free plan available

Pricing upon request

5

Hub Planner

Best for handling team vacation requests

Hub Planner is an online scheduling and resource management tool that can help businesses with planning and project management.

Why I picked Hub Planner: Its customizable approval workflow system. You can set up your own approval process and easily manage time off requests from your employees. The tool also allows employees to request time off directly through the system, which saves time and ensures that all requests are tracked in one place.

Hub Planner also has detailed reporting capabilities. You can generate custom reports on a wide range of metrics, such as resource utilization, team performance, and project profitability. This makes it easy to stay on top of your projects and make data-driven decisions.

Hub Planner Standout Features & Integrations

Features include direct approvals from the dashboard, resource management, PTO planning, timesheets, reporting, skills matching, task management, templates, drag-and-drop scheduler, project budgets, approval flows, and smart scheduler.

Integrations include DIY options via the Hub Planner API and webhooks. Additionally, you can access thousands of apps using a Zapier account.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2 16

30-day free trial

From $7/user/month (billed annually)

6

IntelligenceBank

Best DAM & marketing operations platform with approvals

IntelligenceBank is a digital asset management (DAM) platform that helps you manage digital assets and recently upgraded its online proofing and approvals feature.

Why I picked IntelligenceBank: With this update, it’s possible to collaborate on marketing campaigns and content reviews. As you automate your approvals, create brand checklists to make sure that the person responsible for the review knows the steps required from a compliance standpoint. Have a section you want to highlight? You can draw on top of the content so you make sure no one misses the spot you are discussing.

IntelligenceBank Standout Features & Integrations

Features include an online brand portal, creative templates, approval history, approval status list, approval time tracking, file proofing with audit trails, comments, annotations, and file management using tags.

Integrations. Intelligencebank has connectors built to integrate with Adobe Creative Cloud, Salesforce, Google Workspace, Drupal, and more.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6 241

Demo available

Pricing upon request

7

Filestage

Best approval workflow software for its unlimited reviewers

Filestage is a GDPR-compliant review and approval platform used by marketing teams, agencies, and production companies around the world. Why? Probably because it takes minutes for you to set up approval workflows, whether that's manually or using one of the available templates.

Why I picked Filestage: This tool centralizes your approval workflow into a single dashboard. From there, you can see every review step, file format, version, and reviewer in your project, with status indicators to show who’s approved what. Additionally, the platform allows you to save each comment, so you can go back and check who said what.

But it’s not until you start using the platform that the time-saving tricks really reveal themselves. Tap on videos instead of writing time codes in your comments. Compare versions side by side to provide more accurate feedback. Automatically share content with your external reviewers once it’s been approved by your internal team.

Filestage Standout Features & Integrations

Features include an approval progress tracker, annotations, unlimited file sharing, feedback in context, one-click approvals, and version history.

Integrations include native connections with Slack, Microsoft Teams, Adobe Creative Cloud, and Asana – plus thousands more apps through their integration partners, like Pabbly.

You can also invite an unlimited number of reviewers and external uploaders to your account for free.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7 85

7-day free trial

From $24/user/month

8

Admation

Best for marketing teams looking for customized approval workflows

Admation is an ad agency project management and approval software that helps you manage projects from start to finish.

Why I picked Admation: It is a tool that focuses on creative projects. This software can handle routine approvals where you need one person to give a yes or no answer, and complex approvals that require four levels of approvals. Program your pathways and let the approval process run on its own!

The user interface is not the friendliest but it has the tools you need to handle approvals. Attach documents, add comments to a revision, and see approval paths in just a couple of clicks.

If you need a tool where your content lives, helps with compliance and acts as a collaboration tool between stakeholders in your digital marketing projects, try Admation.

Admation Standout Features & Integrations

Features include timesheets, scheduling, approval checklists, online proofing, annotations, brand asset management, marketing calendars, and revisions with version comparison.

Integrations include Box.com, Amazon, AWS Storage, and Google Drive.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5 1

Demo available

From $30/user/month

9

Tallyfy

Best for its process automation for experienced workflow builders

Tallyfy is a workflow, task, and process automation software that helps you register and automate processes without the need to code or diagram complicated flowcharts.

Why I picked Tallyfy: With this software, you can create templates based on your previous work and they call it blueprints. These blueprints outline the steps needed for that process, from the input information required from the user to the approval decision-making trees.

Tallyfy can work for you if you have a very well-understood logic behind your process and little variation. Not the friendliest tool to look at, but it can definitely help you automate workflows for your projects.

Tallyfy Standout Features & Integrations

Features include live tracking of all approvals in the pipeline, approval automation, responsive phone and tablet versions of the software, and SSO security included in any plan, which is rare in software of this kind.

Integrations include native connections with Slack, Google Workspace and Outlook, a Zapier connector that you can use to connect to thousands of additional apps, and offers a REST API and webhooks.

14-day free trial

From $30/user/month (4 users minimum)

10

Gain

Best approval workflow software for marketing workflows with collaboration options

Gain is an approval software focused on marketing approvals and making the approvers and your team collaborate in one place.

Why I picked Gain: You can load content, send it for approval, receive comments on it, and get that green light you’ve been waiting for in the same platform. Your email inbox will thank you for it as it significantly reduces interactions through those platforms.

Gain has the option to define single approval workflows or complex approvals that require 2 or 3 rounds of approvals. Once you create a workflow for your type of content, whether financial management, purchasing, or digital marketing, you can save it as a template.

Ready to send your work? Click on ‘send to approve’ and select the workflow that better suits your needs.

Gain Standout Features & Integrations

Features include flexible approval workflows that can include as many rounds of approvals as you need and easy login for your approvers using their email in any device. This is great because they don't need to remember their password. Finally, I really like that they have private approval queues for each user, meaning I only see what I need to approve and if new items come in, they are automatically added at the end of my queue.

Integrations include Canva and accepts uploads and imports from apps such as Google Drive, Box, Illustrator, Photoshop, Microsoft Office, and more.

14-day free trial

From $99/month flat fee for up to 10 users

The 10 Best Approval Workflow Software Comparison Chart

Below is a convenient table that helps you see all the tools we just covered side by side.

Tool Free Option Price
1
Wrike

Best approval workflow software with integrated approval automations

Free plan available

From $9.80/user/month Visit Website
2
Ziflow

Best for creative teams looking to streamline approvals

14-day free trial + freemium plan available

From $40/user/month Visit Website
3
Kissflow Workflow

Best no/low code workflow solution creating custom approval workflows

Free demo available

From $15/user/monthly Visit Website
4
Jotform Enterprise

Best for integrating third-party apps with dynamic forms

Free plan available

Pricing upon request Visit Website
5
Hub Planner

Best for handling team vacation requests

30-day free trial

From $7/user/month (billed annually) Visit Website
6
IntelligenceBank

Best DAM & marketing operations platform with approvals

Demo available

Pricing upon request Visit Website
7
Filestage

Best approval workflow software for its unlimited reviewers

7-day free trial

From $24/user/month Visit Website
8
Admation

Best for marketing teams looking for customized approval workflows

Demo available

From $30/user/month Visit Website
9
Tallyfy

Best for its process automation for experienced workflow builders

14-day free trial

From $30/user/month (4 users minimum) Visit Website
10
Gain

Best approval workflow software for marketing workflows with collaboration options

14-day free trial

From $99/month flat fee for up to 10 users Visit Website

Other Options

Here are a few more tools that didn’t make the top list. Let me know if you have any more that are worthy of mention in the comments!

  1. Moxo

    Best approval workflow software for its workflows on client portals

  2. monday.com

    Best for its approval forms and boards that help you manage your project

  3. Process Street

    Best approval workflow software for its approval builder

  4. Smartsheet

    Approval automation capabilities with external user support.

  5. Screendragon

    Build workflows or customize templates with no code.

  6. OppolisCloud

    Best for companies looking for real-time approvals integrated within Adobe Creative Cloud apps

  7. Kissflow

    Workflow product dedicated to business processes and approvals.

  8. ClickUp

    Project management software with proofing capabilities

  9. Integrify

    Visual process designer to assist your approval automations

  10. Formstack

    Data collection through customizable online forms

How I Picked The Best Approval Workflow Software

First, I researched what were the most popular approval workflow tools on the market. Then, I weighed a variety of factors that make software good for approvals and narrowed down my list. Finally, I used my years of project management experience to compare the tools against minimum requirements that the software should have, and evaluated each option using the criteria below.

Built-in functionality

I look for a built-in or "native" approval functionality as this is decreases our dependency on other software or an integration working. Among the built-in functionality I look for is the ability to handle approvals and approval requests with the click of a button, and approval workflow builders with drag-and-drop functionality. Also document management with visual proofing.

Integrations

I look for other cloud-based software that can help us streamline approvals if they are not built into the software. Maybe our tool is not the best at it, but we can import that functionality from another software. Therefore, I look at pre-built integrations with approval management platforms, CRM solutions, and other workflow automation software. Finally, I look at APIs, webhooks, and anything that helps build custom integrations.

Customization

I look at ways in which the tool allows us to adapt the workflow process to different use cases and go beyond a simple automation. Therefore, I search for information on audit trails, using approvals for onboarding checklists, web forms that collect customer input, and if the approvals will work with Android and iOS devices.

Pricing

I search for pricing-related information that can help you make informed decisions. Therefore, I provide details on monthly plans, tiers, free trials, and free versions when applicable.

Approval Workflow Software FAQ

Find answers to common questions other people ask about this topic.

What's Next?

Most of the software on this list requires you to have previous experience with workflows. If you are just starting, check out our Guide to Workflow Diagrams for PMs where you can learn the basics to start building great processes and even better automations! Otherwise, you can dig deeper into Your Guide To Workflow Automation & The 10 Best Software Tools and how it can be used to free up employees' time.

Related List of Tools:

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By Galen Low

I am a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. For the past decade, I've been shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. I'm also the co-founder of The Digital Project Manager and host of The DPM Podcast.

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