How to Streamline Your Client Approval Workflow

Stop chasing feedback in messy email threads. Learn how to set up a professional approval process that gets you paid faster.

Getting paid is great, but getting approved is often the hardest part of the project. Whether you are a designer sending logos, a copywriter submitting drafts, or a consultant delivering a report, the "feedback loop" can quickly become a bottleneck.

The Problem with Email Approvals

Most freelancers handle approvals via email. It usually looks like this:

• You attach "Final_v1.pdf" and hit send.
• Client replies 3 days later: "Can we change the blue?"
• You send "Final_v2.pdf".
• Client replies: "Actually, I liked the first blue, but make the text bigger."
• You send "Final_v3_REAL_FINAL.pdf".
• Silence.
• You invoice them.
• Client replies: "Wait, I never officially approved potential overages..."

This "messy middle" creates ambiguity. Did they approve the file? Or just the concept? Without a clear "Approved" signal, you are at risk of scope creep and delayed payments.

A Better Way: Explicit Approval Links

The most efficient way to handle this is to separate the delivery from the email thread. Instead of attaching files to an email, you send a link to a secure approval page.

Here is the ideal workflow:

Why this works

Psychology: When a client sees a big green "Approve" button, they treat it like a contract. They pause and think, "Am I really done?" This reduces the "oh, just one more thing" requests that come weeks later.

Clarity: “Request Changes” forces them to be specific. Instead of a vague email, you get a structured request.

Implementing this with Followio

We built Approvals directly into Followio to solve this exact problem. Now, alongside tracking your invoices, you can create approval links for your deliverables.

• Professional: Your clients see a branded review page, not a messy Dropbox link.
• Integrated: Link an approval directly to an invoice. When it's approved, you know it's time to get paid.
• Automated: We chase them for approval so you don't have to.