What is Client Approval Workflow?

A client approval workflow defines how deliverables move from internal completion to client review and formal sign-off. Without one, agencies rely on ad-hoc email chains, lose track of which version the client reviewed, and waste hours chasing approvals that block downstream work. A well-designed approval workflow has clear stages: internal review (team QA), client review (the client sees the deliverable), feedback collection (structured comments tied to specific elements), revision (the team addresses feedback), and final approval (formal sign-off that work is accepted). Each stage has an owner, a deadline, and clear criteria for moving forward. The most effective workflows use visual proofing tools that let clients annotate directly on designs, documents, or videos rather than writing abstract feedback in emails. This reduces misinterpretation and revision cycles. Approval workflows should also track revision rounds—most agencies cap the number of revision rounds included in a project price and charge for additional rounds. Common mistakes include not defining what "approved" means (verbal okay vs. written sign-off), allowing unlimited revisions without a change order, and not having a single decision-maker on the client side. Discuss approval workflows during onboarding—define turnaround expectations, revision caps, and what happens when deadlines slip before the first deliverable is even produced.