Best CRM for Streamlining Requests and Approvals

Request Management Issues

• Inconsistent request formats, making information gathering difficult

• Requests coming through multiple channels like email marketing, live chat, or verbal communication

• No central system for tracking request status across CRM platforms

• Difficulty prioritizing competing requests, impacting sales and lead scoring

• Incomplete information requiring endless follow-up communications

Approval Process Challenges

• Unclear approval hierarchies and responsibilities for management software

• Approvers becoming bottlenecks due to workload and lack of tools help

• No visibility into where requests are stuck, affecting relationship management

• Manual follow-ups consuming valuable time

• Inconsistent approval criteria leading to confusion

Web Forms for Standardized Submissions

ClearCRM’s web forms feature allows you to create customized request forms that capture exactly the information you need. These forms can be:

• Embedded on your intranet or website
• Shared via direct links
• Configured with conditional logic to show/hide fields based on responses
• Set up with required fields to ensure complete information

When a form is submitted, ClearCRM automatically creates a new request record, eliminating manual data entry and ensuring consistency.

Unlimited Pipelines for Different Request Types

With ClearCRM’s unlimited pipelines feature, you can create dedicated workflows for different request categories:

• Purchase requests by department
• Marketing approval workflows
• IT service requests
• Client onboarding approvals
• Discount authorization processes

Each pipeline can have its own stages, assigned approvers, and automation rules, ensuring requests follow the right path every time.

Clear Responsibility Assignment

ClearCRM’s task management provides clear user experience by:

• Automatic task creation when requests reach approval stages
• Clear due dates to prevent indefinite delays
• Priority flags for urgent approval needs
• Reassignment options for handling approver absence
• Task dependencies for multi-level approval processes

Tasks appear in approvers’ dashboards and can generate notifications, ensuring nothing falls through the cracks.

Eliminate Manual Steps

ClearCRM’s workflow automation eliminates tedious manual work in the approval process:

• Automatic routing based on request type, value, or department
• Escalation rules when approvals are delayed
• Automatic notifications to requesters when status changes
• Sequential approvals for multi-level processes
• Conditional approvals based on predefined criteria

These automations ensure consistent process execution without constant manual oversight.

Never Lose Track of Requests

With ClearCRM’s notes and activity tracking features, you gain complete visibility into the request lifecycle:

• Chronological activity logs showing all interactions
• Internal notes for approver comments and considerations
• Document attachments for supporting materials
• Time tracking for process efficiency analysis
• Status change history with timestamps

This comprehensive tracking eliminates the “black hole” effect where requests disappear into the system without updates.

Keep Everyone Informed

ClearCRM’s shared team inbox ensures smooth communication throughout the approval process:

• Centralized communication history visible to all stakeholders
• Automatic status update notifications
• Email templates for consistent messaging
• @mentions for bringing specific team members into discussions
• Mobile access for approvals and updates on the go

This transparent communication reduces follow-up inquiries and keeps all parties informed without manual updates.

Data-Driven Process Optimization

ClearCRM’s reporting and analytics tools help you continuously improve your approval processes:

• Average approval time metrics by request type
• Bottleneck identification in approval workflows
• Volume tracking by department or category
• Approval rate analysis
• Custom reports for specific process metrics

These insights allow you to identify inefficiencies and make targeted improvements to your approval workflows.

1. Map Your Current Processes

Before diving into ClearCRM, document your existing request and approval workflows:

• Identify all types of requests your team handles
• Document who needs to approve each request type
• Note any conditional rules (e.g., approvals based on amount)
• List the information needed for each request type

This preparation ensures your ClearCRM setup will accurately reflect your business needs.

2. Set Up Your ClearCRM Account

Getting started with ClearCRM takes just minutes:

• Sign up for a free account (no credit card required)
• Invite key team members who will be involved
• Configure basic settings and user permissions
• Import existing contacts and accounts if needed

The intuitive setup process guides you through each step without technical complexity.

3. Create Custom Request Forms

Build forms that capture all necessary information:

• Use the drag-and-drop form builder
• Add custom fields specific to each request type
• Configure conditional logic to show/hide relevant fields
• Set up form validation to ensure complete submissions

These forms will serve as the standardized entry point for all requests.

4. Configure Approval Pipelines

Set up visual pipelines that represent your approval workflows:

• Create separate pipelines for different request types
• Define stages that reflect your approval process
• Assign default owners for each stage
• Set up stage transition rules and requirements

These pipelines provide visual tracking of where each request stands in the process.

5. Implement Automation Rules

Eliminate manual steps with workflow automation:

• Configure automatic routing based on request attributes
• Set up notification rules for status changes
• Create escalation paths for delayed approvals
• Establish automatic task creation for approvers

These automations ensure consistent process execution without constant oversight.

6. Train Your Team

Ensure successful adoption with proper training:

• Show requesters how to submit through forms
• Train approvers on reviewing and processing requests
• Demonstrate mobile access for on-the-go approvals
• Explain reporting capabilities for process monitoring

ClearCRM’s intuitive interface makes training quick and straightforward.