How to build a client approval workflow that does not stall delivery
Define review stages, deadlines, version rules, and approval ownership so client feedback does not slow recurring delivery.
If approvals take longer than creation, the workflow is broken.
The fix is to define what review means, who owns approval, how revisions work, and when approved work becomes final.
Step 1: Decide what requires approval
Not every internal task needs client review. Every client-facing deliverable probably does.
Examples:
- captions
- videos
- design assets
- reports
- blog drafts
- website changes
- ad creative
Step 2: Name the approver
"The client" is not an approver. A person is.
Capture the final approver and a backup in onboarding.
Step 3: Use clear states
Use:
- Draft
- Ready for approval
- Changes requested
- Approved
- Locked
- Delivered
- Proofed
This helps the team see what is blocked and what can move.
Step 4: Create a new version for every change
Do not overwrite approved or reviewed work. Create a new version so the team can trace what changed.
Step 5: Attach proof after delivery
The workflow should not end at approval. It should end when delivery proof is attached.
FAQ
How do agencies manage client approvals?
Agencies should manage approvals with clear approvers, review deadlines, version history, locked final work, and proof after delivery.
What causes approval delays?
Approval delays usually come from unclear approvers, scattered feedback, missing review deadlines, and no version history.