Client approval workflow template for agencies
Use this approval workflow to move deliverables from draft to review, changes requested, approved, locked, delivered, and proofed.
Client approvals should be boring. The draft is ready, the client reviews it, changes become a new version, final approval is clear, and proof is attached after delivery.
Most agencies do not have that flow. They have feedback in email, comments in a doc, assets in Drive, and a project manager trying to remember which version was approved.
Copy this approval workflow
- Draft
- Internal review
- Ready for approval
- Changes requested
- New version created
- Approved
- Locked
- Delivered or posted
- Proof attached
The key is that "changes requested" creates a new version. Do not quietly overwrite the draft the client already reviewed.
Set the approval rules before the first review
Document:
- who can request changes
- who gives final approval
- how long the client has to respond
- how many rounds are included
- what happens when feedback is late
- whether approved work becomes locked
These rules belong in onboarding, not in a tense email after a deadline slips.
Keep approval attached to the deliverable
Every approval should show:
- what was reviewed
- which version it was
- what the client said
- what changed
- when final approval happened
- what proof was attached after delivery
That is the workflow behind Blae's client approval portal.
FAQ
What is a client approval workflow?
A client approval workflow is the process for sending work to a client, collecting feedback, creating revisions, recording final approval, and locking the approved version before delivery.
How many review rounds should agencies include?
Many agencies include one or two review rounds for recurring work. Whatever you choose, define it before work starts.
Should late feedback count as approval?
Some agencies use assumed approval rules, but they should be clearly documented in the agreement and onboarding process.