Approveit typical implementation process:
Sign-up and workspace connection: Teams sign up via Slack, Microsoft Teams, or email, connect their workspace, and install the Approveit app; this usually takes only a few minutes.
Basic configuration: Admins define core settings (teams, approvers, permissions) and connect accounting or other tools such as Xero, QuickBooks, or SoftLedger through prebuilt integrations.
Workflow design: Using the no-code builder and AI mapping, admins create or adapt approval workflows (e.g., POs, invoices, expenses, vendor onboarding) with steps, conditions, and dynamic approvers.
Pilot and testing: A small group runs sample requests in Slack/Teams or email to validate routing, notifications, and post-approval actions, adjusting rules based on feedback.
Approveit is designed to be highly configurable so it can model each organisation’s specific approval rules, data fields and systems, rather than enforcing a rigid, one‑size‑fits‑all process.
The no-code workflow builder lets admins shape multi-step approval chains with custom steps, conditions, and parallel or sequential flows, so you can mirror real-life processes such as multi-level spend approvals, matrix sign‑off by function, or different routes by department, cost centre, project or vendor. Dynamic approvers can be set based on roles (manager of requester, budget owner, finance controller, IT lead), thresholds (amount bands), or any custom field, which means the same workflow can behave differently for different teams or spend levels without duplicating it.
Request forms are fully customisable: you can define your own fields (text, numbers, dropdowns, files), make them mandatory or conditional, and group them by use case (POs, invoices, expenses, vendor onboarding, access requests, HR changes), ensuring the data captured matches internal policies and downstream system requirements. Dynamic fields and templates allow you to preconfigure common patterns and then tweak them per team or geography, reducing configuration effort while still accommodating local variations.
Routing logic and automation rules are also configurable. You can set conditions on virtually any field (amount, currency, vendor, GL code, project, department, category) to decide who must approve, whether extra sign‑off is required, and which post‑approval actions run (for example, sending data to Xero, QuickBooks or NetSuite, notifying specific channels, or creating records in external systems via Zapier or webhooks). SLA targets, reminder cadences and escalation paths can be tuned per workflow, so urgent requests are escalated faster than routine ones, and different business units can operate with different service levels.
Integrations provide another layer of tailoring. Approveit supports native integrations with Xero, QuickBooks Online, NetSuite, SoftLedger, Google Sheets and others, and can be extended further through Zapier and API/webhook connections to CRMs, ERP, ticketing or in‑house tools, letting you design end‑to‑end flows that match your current stack instead of forcing a full rip‑and‑replace. For example, some customers push approved POs directly into their accounting system while others use Sheets as an intermediate control report; both patterns are supported through configuration.
Approveit offers lightweight, human-assisted onboarding plus ongoing product and technical support designed for quick adoption rather than long projects.
New customers get guided setup via short how‑to videos, in‑app tours, and step‑by‑step written guides that cover sign-up, connecting Slack/Teams/email, and building first workflows; there is a specific email onboarding guide and a growing library of “how-to” articles for creating workflows, requests, and approvals. The vendor promotes that most customers reach “full product adoption within two weeks from the first touch,” helped by human-assisted onboarding and 24/7 online support during early rollout.
Approveit secures data through a mix of technical, organizational, and compliance‑oriented controls, with a strong emphasis on auditability and GDPR-aligned processing.
Approveit acts as a data processor and commits in its Data Processing Addendum to comply with GDPR and other applicable data protection laws, processing personal data only on documented instructions from customers, limiting access to necessary personnel bound by confidentiality, and implementing “appropriate technical and organizational security measures” consistent with GDPR Article 32. The privacy policy details that it processes limited identity and workspace data (such as name, email, company, Slack username, and approval metadata) and retains it only for the term of the customer contract and any legally required period, with strong rights for data subjects (access, rectification, erasure, objection, portability) and identity verification for data requests.
Technically, Approveit encrypts data end‑to‑end and states that data is available only to the customer, stored indefinitely in a secure environment, and downloadable on demand, with every action logged and stored for future review. The platform maintains complete audit trails for all approval actions and access events, which supports internal controls, SOC-style compliance programs, and IPO readiness for its customers. Access management is formalised: only necessary processor personnel can access personal data, role-based controls restrict what users can see and do, and automated access‑request workflows plus AI‑driven behavior analysis help IT and security teams enforce least privilege and detect unusual access patterns.
Approveit follows a continuous delivery model with frequent incremental updates rather than infrequent, “big-bang” releases. Public information emphasises that the platform is a fully managed cloud service where new features, fixes, and improvements are rolled out on an ongoing basis, with no on‑premise installs or customer-managed upgrades required. Product marketing and review sites note that new capabilities—such as AI Decision Engine enhancements, workflow templates, and integration connectors—are introduced regularly across the year, with customers often seeing new functionality appear in their workspaces within days or weeks of announcement.
Approveit’s contracts and privacy documents make clear that customers remain owners of their data and that the platform is a GDPR‑aligned processor with structured export and deletion options.
Approveit’s Data Processing Addendum describes the company as a processor handling personal data “on behalf of” the customer (controller), committing to process it only on documented instructions and to implement appropriate security measures. The privacy policy lists what it processes (for example, employee names, emails, company, Slack username, approval metadata) and confirms that this data is retained only for as long as the account is active, plus defined retention windows (e.g., account details for the duration of the active account + 90 days, purchase history for 7 years for accounting). These terms, together with the absence of any vendor ownership claim, imply that all workflow, approval, and identity data remains the customer’s property, with Approveit acting as custodian.
For portability, Approveit enables customers to export data from the service. Its reports and data guide explain how organisations can download approval data and reports for archiving, analytics, or migration. Under the DPA, controllers also have audit rights: Approveit must provide all necessary information to demonstrate compliance and allow audits or inspections, which practically supports data access and extraction. Approveit commits not to transfer personal data outside the EEA without the controller’s prior written consent and, when doing so, to use appropriate safeguards such as EU Standard Contractual Clauses, ensuring that exported or transferred data remains protected.
Approveit uses a straightforward auto‑renewing subscription model with flexible cancellation and a limited money‑back guarantee, rather than long fixed terms.
Your paid subscription renews automatically at the end of each billing period (monthly or annually, depending on your plan) unless you cancel in advance. Approveit can change prices for paid plans, but any price change only takes effect from the next subscription period, and they must give at least one month’s notice via the website and email; continued use after the change counts as acceptance of the new price.
You can cancel a paid subscription at any time by emailing [email protected]. Cancellation takes effect the day after the last day of your current subscription period, at which point your account is downgraded to the Free Service; there are no refunds for the remaining period except in specific cases. EU consumers who use Approveit for non‑business purposes have a statutory right to cancel within 14 days of purchase and receive a full refund. Separately from that, Approveit offers a 30‑day money‑back guarantee: you may request a refund within 30 days of the initial purchase if it is your first paid subscription to Approveit and you have complied with the agreement. Charge disputes must be raised within 20 days of the billing date.
Approveit is built to align with GDPR and modern SaaS security practices, but does not publicly claim SOC 2 or ISO 27001 certification as of the latest information.
