How to Trigger Approveit Workflows via Zapier

How to Trigger Approveit Workflows via Zapier

How to Trigger Approveit Workflows via Zapier

Apr 8, 2025

How to Trigger Approveit Workflows via Zapier

Why Use Zapier for Inbound Workflow Automation?

Automate your business processes by connecting external applications to Approveit using Zapier's powerful integration capabilities. This guide explains how to set up inbound workflow automation that triggers Approveit workflows from any of the 5,000+ applications in Zapier's ecosystem.

Zapier serves as the perfect bridge between Approveit and your existing tech stack, offering several benefits:

  • No-code solution: Connect applications without writing a single line of code

  • Wide compatibility: Integrate with 5,000+ applications, including popular CRMs, form builders, and email platforms

  • Time efficiency: Automate manual processes to save time and reduce errors

  • Customizable workflows: Build complex automation sequences tailored to your specific business needs

  • Real-time processing: Trigger Approveit workflows instantly when events occur in other systems

Connecting Zapier to Approveit (Trigger-Based Setup)

Setting up the connection between Zapier and Approveit requires just a few steps:

Click on New workflow or edit an existing one.

Approveit workflow page

Click on Add external data source.

Approveit edit page

Click on Zapier.

Approveit popup external data sourse

Click on Save.

Approveit Workflow setup page for educational course approval with external data source selection.

Specify the approval flow — click on Add approvers and set up the approval steps.

Educational course approval workflow with Zapier as data source and approvers pending setup.

Save the Workflow.

Approval workflow configured with Zapier as external source and approver “LT” assigned.

Creating a Zap to Start Approveit Workflows Automatically

Once connected, you can create Zaps (automated workflows) that trigger Approveit processes:

Create a new Zap in Zapier.

Zapier dashboard for creating and managing automation workflows, with unfinished Zaps shown.

For the first step select the app where the action that should trigger the approval request takes place. For our example, we will select Google Sheets.

Draft Zap setup in progress, with trigger and action steps ready for configuration.

Setup the first step.

Zap setup with Google Sheets trigger: “New or Updated Spreadsheet Row” configured and ready.

Configure and Test the first step.

Zap trigger setup is complete. Google Sheets is connected and ready for trigger testing.

For the second step select Approveit.

Zapier action step setup: “Approveit” selected from top apps to automate approval workflows.

You need API key to connect your Approveit account. To get the API key, go to Settings in Approveit.

Approveit workflow finalized with Zapier integration, approver assigned, and settings menu open.

Click on API Key. Copy the API key and paste it in Zapier.

Approveit integration settings showing the Zapier API Key for connecting workflows via Zapier.

Paste the API key to connect the Approveit account.

Zapier action step setup: Approveit account selected to create approval requests from Google Sheets updates.

Configure the second step. Set up the data mapping for the request that will be triggered in Approveit.

Final Zap step configuration: Google Sheets data is mapped to Approveit approval request fields; awaiting workflow key entry.

The Workflow Key can be found in the workflow builder.

Approveit workflow is now active, with Zapier set as the external data source and an approver assigned. Ready to receive automated requests from Zapier.

Copy the Workflow API Key in Approveit.

Approveit displays both Workflow API Key and Zapier API Key, ready to be copied and used in Zapier integration for automated approval requests.

Insert the Workflow Key in Zapier.

The Zap is now fully configured: the Workflow Key from Approveit has been added, and the Zap is ready to automate approval requests from Google Sheets to Approveit.

Test the second step.

Zap setup is complete and ready for testing. Approveit will receive an approval request populated with data from the connected Google Sheets row. Click “Test step” to verify everything works as expected.

Create a new row in the table in Google Sheets.

The Zap you’ve configured will automatically create an approval request in Approveit each time a new or updated row appears in this sheet. You’re all set to test and publish the automation!

The approval request is created in Approveit.

Approval request for Kate D is pending in Approveit, created via Slack automation.

Examples of Inbound Triggers from Other Tools

Here are practical examples of how to trigger Approveit workflows from various systems:

Form Submissions (Google Forms, Typeform, JotForm)

Set up a Zap that starts an approval workflow whenever someone submits a form. Perfect for expense requests, time-off applications, or purchase orders.

CRM Activities (Salesforce, HubSpot, Pipedrive)

Trigger Approveit workflows when deals reach certain stages or when new leads meet specific criteria, ensuring proper approval processes for sales activities.

Email Integration (Gmail, Outlook)

Start workflows when emails with specific subjects or from particular senders arrive, ideal for processing vendor communications or customer support escalations.

Project Management (Asana, Trello, Monday.com)

Initiate approval workflows when tasks change status or new projects are created, maintaining governance over project lifecycles.

Document Processing (Google Drive, Dropbox, OneDrive)

Trigger workflows when new documents are uploaded to specific folders, streamlining document review and approval processes.

By connecting Approveit to your existing tools through Zapier, you can create seamless, automated workflow processes that reduce manual intervention and increase efficiency across your organization.

For more detailed information on automating actions after Approveit approvals, check out our guide on How to Automate Actions After Approveit Approvals with Zapier.

If you have any additional questions, contact us right away.