When you're managing multiple creative projects with various stakeholders, things can slip from your grasp pretty fast. Waiting for feedback, managing file versions, and tracking down approvals from team members doesn’t just create the possibility for errors, it guarantees them. That's where approval routing software elevates your team.
Approval routing software automates the process of reviewing and approving creative assets, ensuring everyone knows what needs their attention and when. It’s a must-have bit of kit, but a lot of enterprises are either unequipped or have unsuitable platforms.
In this post, we'll cover what approval routing software is, the essential features you should look for, and seven of the best approval routing software options available today.
Let’s get to it!
What we'll cover
Table of contents
What is approval software?
Approval routing software is a specialized tool designed to manage and automate the process of getting feedback and approvals on creative projects. In a typical workflow, creative teams often juggle multiple versions of all sorts of assets — images, videos, documents, you name it. And they all need to be shared with stakeholders, reviewed, and revised based on feedback.
Approval routing software takes care of all of that by automatically sending files to the right people, tracking their responses, and ensuring feedback is consolidated in one place.
By automating the routing of files and approvals, your creative team can avoid the confusion and delays caused by endless email chains, forgotten Slack messages, or any other communication channel that allows information to slip through the cracks.
Approval routing software also offers features like version control, file access, and real-time collaboration, all of which simplify the approval process and keep projects moving forward smoothly.
Benefits of approval routing software include:
- Reduced project timelines by eliminating the back-and-forth for feedback
- Improved collaboration between internal teams and external stakeholders
- Clearer version control, ensuring that teams work on the correct file at every stage
- Better transparency on the status of approvals, helping project managers keep projects on track
What features to look for in approval routing software
Support for many file types
Your creative team works with a variety of file formats — anything from Photoshop files (PSD), Illustrator files (AI), and PDFs to video files like MP4 and audio files. Approval routing software needs to support a broad range of file types, allowing you to store, share, and mark up creative assets no matter the format.
Not only should your platform support standard formats, but it should also provide high-quality previews for media-rich files like videos or large design documents. Without this flexibility, your team could end up wasting time converting files or struggling to collaborate effectively across different media types.
Easy file access and retrieval
Having quick access to your files is essential for keeping the approval process moving along. The best approval routing platforms offer an intuitive, easy-to-navigate interface where users can search for files by project, date, or keyword.
You should also be able to filter by approval status, team member involvement, or file type. A great system will ensure that no one on your team wastes time looking for the right file or wondering which version is current. The ability to easily locate and retrieve assets is vital for creative workflows that are working with tight deadlines and fast iteration cycles.
Collaboration and feedback management
A robust approval routing platform should make collaboration effortless. Period.
Look for tools that enable in-context commenting, @mentions, and threaded conversations directly on the asset itself. Your team should be able to annotate images, videos, and other files with clear, actionable feedback. Features like real-time notifications ensure that your team members and stakeholders are aware when feedback is needed or overdue, while reducing bottlenecks in the approval process.
The right great platform also supports both internal and external collaboration, making it easier for clients, freelancers, and partners to contribute to the review process without being bogged down by complicated workflows.
Version history and controls
We’ve all experienced the hair-pulling frustration of working with an outdated file version. Tracking version history is critical when managing creative assets. A solid approval routing platform will allow you to view and manage all versions of a file, ensuring that no one is working on outdated or incorrect versions.
You should be able to see who made changes, when they were made, and what was revised. This way you’ll ensure full accountability and allow for easy rollbacks in case something gets derailed.
Automated approval workflows
Automation isn’t just for assembly lines or call centers — it’s the backbone of any approval process worth a darn. Approval routing software should allow you to automate repetitive tasks, such as routing files to the next stakeholder once the current person has provided feedback or approval.
This automation eliminates manual handoffs and ensures that approvals happen quickly and systematically. Automated reminders for overdue approvals, automatic task assignments, and customizable workflows that adapt to different project types are features that boost efficiency and ensure smooth project delivery. The more you can automate, the less your team has to manually track progress, letting them focus on what they’re great at (all that creative).
Security and permissions
You can’t mess around when it comes to sensitive creative assets. Look for approval routing platforms that offer robust security features such as end-to-end encryption, SOC 1 and SOC 2 certifications, and customizable permission settings. These features allow you to control who has access to what, ensuring that only the appropriate individuals can view, edit, or approve files. Detailed permission controls reduce the risk of unauthorized access and give you peace of mind that your creative projects are secure.
Integrations with existing tools
If approval routing software doesn’t fit your team’s existing workflow, forget it. It should integrate with your favorite project management tools (such as Asana or Trello), file storage systems (like Dropbox or Google Drive), and design platforms (such as Adobe Creative Cloud). Integrating these tools minimizes context-switching for your team and allows for a smoother, more cohesive workflow. To give you an idea, your approval platform should be able to trigger new proofs or updates automatically when files are saved in cloud storage, making it easier to move projects forward without manual input.
The 7 best approval routing software tools for creatives
The right approval routing software depends on your specific workflow needs and team size. Below are seven top tools that can help streamline your creative review and approval process.
1. Ziflow
Ziflow is the ultimate approval routing software for creative teams looking to streamline their review and approval processes. It supports a wide range of file types, including static images, videos, PDFs, and web pages, making it ideal for agencies and marketing teams working with diverse media. Ziflow's robust features, like version control, real-time feedback management, and automated workflows, ensure that teams stay organized and projects move forward efficiently. With integrations into Adobe Creative Cloud, project management tools such as—monday.com, Asana, and Jira, and file storage systems, Ziflow fits seamlessly into any creative tech stack.
Ziflow is the only enterprise-grade collaborative proofing platform for creative and marketing teams.
Key features:
- Automated approval workflows
- Frame-accurate feedback on video proofs
- Integration with Adobe Creative Cloud, Slack, project management apps, and more
- Advanced version control and audit trail capabilities
- SOC 2 and ISO 27001 certified security
Pricing: Ziflow has a robust “free forever” plan with unlimited proofs and reviewers, and paid plans for more seats starting at $199 per month.
2. ProofHub
ProofHub empowers creative teams to work together seamlessly and efficiently. Primarily a project management tool, it allows you to map out a creative work plan, allocate tasks, collaborate internally and with clients, and collect feedback.
Plus, with file sharing, document management, and robust integrations, everything you need is right at your fingertips.
Key features:
- Task management with Kanban boards
- Multiple views: boards, tables, Gantt charts, calendars
- File sharing and proofing tools
- Time tracking and project timelines
- Feedback management and real-time chat
Pricing: ProofHub offers flat pricing at $89/month for unlimited users.
3. Approval Studio
Approval Studio is specifically designed for creative review and approval, making it a viable option for design and marketing teams. It supports a wide variety of file types and offers customizable workflows to streamline feedback and approvals. It also has a number of integrations with different management platforms.
Key features:
- Four review modes for different feedback needs
- Visual comparison for different versions of files
- Real-time collaboration with internal and external stakeholders
- Integration with cloud storage platforms
Pricing: Approval Studio starts at $55 per month for its “Lite” option.
4. Integrify
Integrify focuses on workflow automation, helping teams route approvals and manage feedback across different projects. It’s a powerful tool for businesses looking to automate their approval processes while maintaining flexibility in project management. It touts a “low-code” environment that may appeal to someone wanting a platform that’s fast and simple.
Key features:
- Workflow automation for multi-step approvals
- Task assignments and real-time tracking
- Compliance and audit trail features
- Flexible customization options
Pricing: Integrify offers custom pricing based on the specific needs of your organization. You’ll have to talk to their sales representatives for more details.
5. GoVisually
GoVisually is a more comprehensive review and approval tool designed to streamline the feedback process for creative development. It’s geared towards design teams, marketing departments, and creative agencies.
The UI is pretty basic for GoVisually, and lacks some of the detailed functionality an enterprise or advanced user needs.
Key features:
- Annotation tools for precise feedback
- Version comparison for design files
- Task assignments and approvals
- Integration with Slack, Dropbox, and Google Drive
Pricing: GoVisually's pricing starts at $20/month per user, with options for teams and enterprises that require more advanced features and integrations.
6. ReviewStudio
ReviewStudio is a flexible tool for managing creative reviews across various file types, including video, PDFs, and static images. It supports version control and offers in-context feedback tools to streamline the approval process.
Key features:
- Real-time collaboration on video and design proofs
- Comprehensive version control and audit trails
- Integration with file storage and project management tools
- Automated workflow routing
Pricing: ReviewStudio offers a range of pricing plans starting at $12 per user per month, with limited reviews and storage.
7. Kissflow
Kissflow is an enterprise low-code platform for process owners, business users, developers, and IT leaders. Because it’s built for multiple personas, the idea is to create an entirely new model for process automation. The software empowers everyone to fix issues and brings IT and business professionals together like never before.
With a flexible interface and clean visual dashboards, you can manage processes across departments. It’s as user-friendly as it is comprehensive, producing detailed analyses that clearly identify inefficiencies.
Key features:
- Workflow automation with drag-and-drop tools
- Project and task management features
- Feedback collection and approval routing
- Cloud integration for seamless project updates
Pricing: Kissflow does not offer a free trial period. Subscription plans include Basic and Enterprise and start at $1,500/month.
Streamline your approval workflows with Ziflow
Approval routing software can make or break your creative team's efficiency. Ziflow offers all the essential features — file support, version control, real-time feedback, and security — while integrating seamlessly into your existing workflow. By automating your approval process with Ziflow, you’ll see faster project completions, higher-quality outputs, and less frustration across the board.
