High-quality creative content is key to keeping a brand relevant and driving business growth. With the market changing quickly and a high demand for innovative content, creative teams face significant pressure to deliver exceptional work on tight deadlines.
The review and approval process is a vital stage in this effort, but it often slows things down due to outdated, ill-equipped, or mismatched tools.
Creative approval software is designed to improve and speed up the content approval process. Here, we'll look at the top 8 creative approval software solutions that can streamline the workflow for creative teams and ensure they can deliver outstanding work on time.
What we'll cover
Table of contents
- What is creative approval software?
- What are the benefits of creative approval software?
- What are the key features of the best approval workflow software?
- The 8 best creative approval software solutions for creative teams
- How to evaluate the right creative approval tools for your team
- Accelerate your approval workflows with Ziflow
What is creative approval software?
Creative approval software streamlines the creative workflow and review and approval process for creative assets. Picture a single hub where each comment, discussion, decision, and version of every asset in every campaign is consolidated. It's a significant step up from juggling all of that via email!
But the benefits of approval workflow software go beyond centralization. Creative approval software also boosts collaboration, sparks creativity, and sharpens decision-making. It oversees and simplifies the entire review and approval workflow, enhancing efficiency and productivity across multiple approval stages.
Sounds pretty great, right?
What are the benefits of creative approval software?
Creative approval software plays an invaluable role in the creative journey, offering a streamlined workflow management framework that nurtures creativity and teamwork.
Let's look at how approval software benefits creative teams:
Enhanced collaboration and creativity
At its core, creativity thrives on teamwork. Creative approval software creates an ideal space for exchanging ideas, fostering discussions, and making decisive, creative choices. It lays the groundwork for positive, constructive feedback, ensuring creative assets resonate with stakeholders and bear a mark of quality you're proud to showcase.
Tracking and visibility
Creative approval platforms enhance project transparency by offering a comprehensive overview of each reviewer's progress on every creative asset in every campaign. This visibility ensures everyone knows where things stand in the review and approval process, boosting accountability and eliminating delays. No more of this “What are you working on?” business.
Speed with control
Creative teams are caught in a tug-of-war between speed and control. They must produce more content faster without compromising their brand's integrity. Creative approval software eases this tension by defining clear workflows for quality assurance and compliance, complete with a digital trail for audits and records.
Faster project delivery and greater productivity
Creative approval software noticeably accelerates project delivery times — we're talking double-digit percentages here — by making feedback easier to give and manage and streamlining the approval process.
By providing a feedback and approval process, facilitating collaboration, automating repetitive tasks, and tracking changes between versions, approval software helps your creative team complete projects faster. Approval software improves workflow efficiency, ultimately boosting productivity and profitability.
What are the key features of the best approval workflow software?
If you want to simplify the approval process, streamline approval workflows, and improve task management, look for these key features in approval workflow tools:
- Collaboration features
- User experience
- Version control capabilities
- Routing and workflow
- Efficient approval process
- Activity logging for compliance purposes
- Automated approval workflows
- Integrations
Let's explore each of these key features of approval software in greater depth.
Collaboration features
Crafting exceptional creative work is a collective effort, so the approval software you pick needs to be equipped with solid collaboration tools and functionalities like commenting, marking up, and annotating that make the approval process easier.
Essentials such as threaded conversations and alerts for mentions are non-negotiables. The ability for clients, marketing teams, and other stakeholders to chime in with immediate feedback during the review stages can be the difference between “average” and “stunning” for creative projects.
Your chosen software should promote effortless communication among team members, be it through built-in chat functions or compatibility with popular platforms like Slack or Microsoft Teams.
User experience
Nobody wants to use a clunky app. Opt for approval workflow software that's not only easy on the eyes but also simple to navigate, a pleasure to use, and includes workflow templates and automation features.
The software should offer a straightforward learning curve for your in-house team and external partners. Key considerations should include how responsive the software is, how easily accessible it is, and the overall user satisfaction.
Version control capabilities
For your creative team's sanity, choose approval workflow software that offers robust version control to prevent confusion and errors.
Look for features that automatically update shared proofs to the latest version whenever changes are made. It's essential to verify that the approval management software maintains a comprehensive version history, allowing users to track changes, revert to previous versions if needed, and ensure accountability for revisions.
The software should also differentiate between internal and external versions to maintain privacy and confidentiality, especially when sharing proofs with clients or external stakeholders.
Routing and workflow
Different stages of the creative process require different eyes. Your creative team needs peace of mind knowing content approvals follow the correct sequence and involve the right stakeholders at the right time, particularly for compliance. For example, in a marketing campaign, the compliance team might need to review content before it's sent to clients for final approval.
Efficient approval process
Decision-making tools such as electronic signatures and checkboxes keep approval documentation air-tight. Case in point, your creative team might have a creative director who needs to electronically sign off on the final deliverable before it's sent to the client.
Detailed activity logging for compliance purposes
Detailed activity logs provide a record of all proof-related actions essential for compliance requirements, particularly leading up to final approval. For example, in a pharmaceutical advertising campaign, detailed activity logs ensure that every change made to the content is documented for regulatory purposes.
Automated approval workflows
Automation streamlines the approval process by automatically sending approved files to the next stage of production and distribution. For instance, once a piece of creative is approved, it can be automatically forwarded to the appropriate stakeholder. Automation cuts out the manual hassles that slow approval workflows and output.
Integrations
Don't throw the baby out with the bath water when you choose online approval software — it should integrate effortlessly with your existing tech stack.
For example, if your team uses a project management tool like monday or Asana, look for proofing software that offers direct integrations with the platform. Considering integration with a creative software application such as Adobe Creative Cloud is also beneficial.
Look for API support that enables custom integrations with proprietary tools or workflows unique to your organization.
The 8 best creative approval software solutions for creative teams
Finding the right approval workflow software can transform the way your team collaborates, innovates, and delivers on creative projects. With that in mind, let's take an honest look at the options available for creative approval software.
1. Ziflow
Stepping up as the front-runner in online proofing, Ziflow sets the bar high, boasting an impressive pedigree and a knack for innovation that's hard to beat.
At the helm are the co-founders, who've been shaping the online proofing world from the word go, bringing a wealth of experience and insight to the table. Ziflow has a relentless innovation pace and seamlessly blends simplicity with robust functionality to deliver online proofing tools that are both powerful and user-friendly. It's this unique combination of ease, flexibility, and sheer horsepower that makes Ziflow stand out from the crowd.
Ziflow pros:
- An interface for creators, by creators — intuitive yet packed with features.
- Workflow and security are top-tier, offering peace of mind alongside efficiency.
- The Ziflow platform is fast and scales with your needs, no matter how big you grow.
- Service is in a league of its own, ensuring you're supported at every step.
Ziflow cons:
- With great power comes a bit of complexity. New users might find the platform's depth a tad overwhelming at first glance, but it's worth the dive.
2. GoVisually
Based in Sydney, Australia, GoVisually is a compact team of 10, launched in 2011 to cater to the online proofing needs of individual creators and small teams. It's praised for its no-fuss interface and customer support, though it keeps things pretty basic on the feature front. GoVisually is for those that don’t need the robust features and enterprise capabilities that Ziflow offers.
GoVisually pros:
- The interface is clean, straightforward, and inviting, even for those who aren't tech-savvy.
- Adobe Creative Cloud integration is on point, making it a favorite among designers.
- Customer support is often spotlighted for its excellence.
GoVisually cons:
- The feature set is on the lean side, which might actually be a plus if simplicity is what you're after.
- Larger teams or projects might find it's not robust enough.
- If you're juggling multiple types of assets in a campaign, you might find issues with this approval workflow software.
- Side-by-side comparison tools don't quite match up to other approval management software.
- Heads up for potentially slow load times with hefty files, and brace yourself for an inbox full of notifications.
3. ReviewStudio
Montreal, Canada, is home base for ReviewStudio, with a remote team of 10 spread between Lisbon and the UK. ReviewStudio's goal is to make online proofing straightforward, with decent features for commenting, managing tasks, and comparing versions, plus a dab of automated approval workflows. It's mostly geared toward small and mid-sized businesses. ReviewStudio works for smaller teams and project sizes, whereas Ziflow supports (and scales) with larger marketing and creative teams.
ReviewStudio pros:
- A smooth user experience backed by solid customer support.
ReviewStudio cons:
- Might not be the best fit for the big leagues in terms of project size or workflow complexity.
- Some people have noted it can be a bit slow.
4. Aproove
Based out of Belgium and founded in 2004, Aproove and its team of 11 has carved a niche for themselves as a provider of work management software and online proofing, initially aimed at supporting marketing teams, brands, and large enterprises. By 2020, Aproove expanded with Aproove Work Management for enterprise-level needs and WeAproove for freelancers and small businesses. Approve lacks the enterprise smoothness and PM integrations that Ziflow provides for enterprise customers.
Aproove pros:
- Users seem to like the file organization and management.
- Task prioritization and approval notifications are clear and helpful.
Aproove cons:
- Users report complicated review processes due to the control learning curve.
- Lack of a free trial or freemium version. Potential users can't try Aproove without an initial investment.
- No premium consulting/integration services. Hard to seamlessly integrate into existing project management workflows.
5. GoProof
Based in the UK, GoProof is the brainchild of Oppolis Software, a small team of 9 professionals dedicated to simplifying the online approval process. With its small feature set, this platform works for small businesses or projects needing straightforward proofing tools. GoProof works if you’re an army of one or so, but you’ll need to choose a platform like Ziflow if you want to scale.
GoProof pros:
- Intuitive setup, making it easy for new users (though, keep an eye on the cons).
- A snug fit for compact projects.
- Quick integration with Adobe Creative Cloud ensures a smoother workflow for designers.
- Support team gets a thumbs up for being helpful.
GoProof cons:
- The user experience could use some polish, feeling a bit cumbersome at times.
- Proofs might not dazzle you with their image quality.
- If you handle email and web page proofs, prepare for some hurdles.
- Larger projects might feel like fitting a square peg in a round hole due to the platform's basic organizational tools.
- Mixed feedback on the speed of support and pace of new features.
6. ProofHub
With roots in India and a team about 50 strong, ProofHub stands as a project management contender, sparring with the likes of Asana, Wrike, and Basecamp, while throwing in some proofing features like task management, time tracking, and project templates for the creative crowd. ProofHub is great, but if you need a more intuitive UX, robust features, and good integration capability, go with Ziflow.
ProofHub pros:
- Packed with project management goodies tailored for agencies.
- Easy and quick to get rolling at a friendly price point.
ProofHub cons:
- That low cost comes with a trade-off in the form of overwhelming notifications and a user experience that could use some TLC.
- Customization and integration options leave a bit to be desired, alongside proofing functions and integrations that are more of an afterthought.
7. QuickReviewer
QuickReviewer, based in Noida, Uttar Pradesh, and founded in 2014, is aimed at consolidating project feedback for creative, web development, and marketing teams. QuickReviewer has a relatively small team, but the platform garners positive feedback. QuickReviewer gets you reviewing quickly (as the name suggests), but lacks the support and automated capabilities of a platform like Ziflow.
QuickReviewer pros:
- Fast to get started and priced competitively.
- Intuitive UX design for creatives and stakeholders alike.
QuickReviewer cons:
- Complaints about integrations with other tools.
- Missing support/integrations for some Adobe tools.
- Limited to no automated workflows.
8. Filestage
Based out of Germany since 2014 and boasting a team of around 50, Filestage is about sharing content, managing workflows, and streamlining feedback, approvals, and versioning. Again, Filestage is fine for smaller teams and projects, but you need a platform like Ziflow to scale your creative collaboration and proofing.
Filestage pros:
- Praise for its user interface and simplicity in setup.
- Kudos for customer service.
Filestage cons:
- Similar to Pageproof, it's not quite cut out for enterprise needs due to customization, archiving, and security limitations.
- Some users report glitchy notifications and a stiff workflow (i.e., no automated workflows).
How to evaluate the right creative approval tools for your team
As you're sorting through available approval tools, you'll want to follow these four steps:
- Understand the market.
- Get a demo and take advantage of a free trial.
- Read reviews and testimonials.
- Consider the costs.
Let's take a closer look at each of the steps for choosing approval software.
Understand the market
At first glance, you'll see a plethora of options to choose from. However, closer analysis shows many clear differences between the types of online approval software available.
One way to think about the market is to examine proofing specialization on one axis and enterprise readiness on the other.
Online proofing specialization considers how focused the product is on supporting the creative review and approval process. Is the solution provider focused primarily on review and approval? Or is their proofing a minor feature bolted onto a different product focused on solving a different business process? For example, project management tools can include very basic online proofing, but they cannot support the type of proofing a creative operations team needs.
Enterprise readiness refers to the capability of the product to support large enterprises. This includes examining whether:
- The online proofing features can support more complex project structures and workflows.
- The platform supports compliance requirements.
- The account architecture can support large, distributed organizations with sophisticated account set-up and permissions.
- The solution has the security and scalability that large enterprises mandate.
Get a demo and take advantage of a free trial
Before you go headfirst into creative approval software, you should try it out. Free trials and demos are your best friends here. They let you get hands-on, checking if the platform matches how your approval process and how your creative team operates. Try uploading some work, getting the team to chime in, and running through the kinds of tasks you do daily. It's like a test drive for software — you'll quickly see if it's the right fit.
Read reviews and testimonials
Nothing beats hearing from the people who've walked the walk with the platform you're eyeing. Dig into user reviews and stories to get the unvarnished take on how the creative approval software operates in the real world, especially from businesses that look a bit like yours. Note the praise about the things that matter, but also, don't ignore the complaints — they might be the very things that bug you, too.
Consider the costs
No one wants to, but we have to talk about cost. The key is finding that sweet spot where the price tag doesn't make your budget weep but still checks all your boxes for the best approval workflow software for your creative team.
Some platforms have a menu of plans, while others might have a one-size-fits-all setup. Remember to factor in indirect expenses, such as training your team or any custom tweaks you may need. It's about weighing what you'll spend against what you're getting to make sure it's worth it.
Beware of false claims about pricing. Some providers claim they are the only vendor without hidden costs, but this simply isn't true. In our experience, most vendors are very honest and transparent about costs. To claim otherwise is dishonest. Conversely, some claim they offer "unlimited" features, but if you attempt to create tens of thousands of users or proofs, they won't allow it.
Accelerate your approval workflows with Ziflow
Creative Ops is really feeling the heat to pump out more creative work quickly without dropping the ball on quality. Creative approval software streamlines your creative operations, smoothing out the kinks and fostering collaboration throughout the review and approval phase.
We walked you through what to look for and how to judge creative approval software, and took a peek into the most well-known options out there. We strongly believe that Ziflow is the best fit for what you're ultimately trying to accomplish: exceptional creative at today's demanding pace.
See for yourself what Ziflow can do for your creative ops! Get a free, two-week trial.
With a track record that spans media giants like WarnerMedia, Viacom, and Google, Aaron's expertise shines through in multi-million dollar projects across various mediums, from traditional television to the dynamic realm of YouTube.
