Usability for everyone

Think about everyone who will be included in the workflow, including clients or other external reviewers. Just because your team is okay with a complex system doesn’t mean your clients will be.

The software should be easy to use for everyone involved. Look for a platform with a simple, clean design that makes it easy for both your team and external stakeholders to navigate and get things done, no matter their tech skills.

Collaboration and access control

You’ll need real-time discussions, task assignments, automated alerts, and file sharing—all integrated into one platform. You don’t want team members moving discussions to Slack or sharing files through Google Drive because the software lacks these features.

What’s more, the software should also have strong access control options. This means you can easily set who can view, edit, or approve assets, so only the relevant people get access to the specific projects. It’s not just about security—though that's important too—but also about keeping team members from being overwhelmed with unnecessary updates and notifications.

Approval workflows

The platform should let you specify who needs to approve each asset and in which order. You should be able to assign reviewers, tag stakeholders, and advance the project to the next stage or team once the review is complete.

Advanced automation features will be a big plus. Aside from sending automatic notifications and reminders to reviewers, some software may support more complex automated workflows, like automatically adding an asset to the publishing queue once it’s been approved.

Version control capabilities

Version control is what helps you keep track of changes and manage different iterations of creative assets. You’ll want software that makes it easy to view and compare different versions of your work, so you can see exactly what’s been updated and who made the changes.

Extra features like automated versioning—where the system keeps track of updates for you—and the ability to lock versions once they’re approved can really simplify things. 

Customization

Have specific needs? You don’t have to settle for a one-size-fits-all solution. Today’s software options offer a range of customization, so you can pick one that matches your requirements.

Whether you need a flexible tool that allows you to tweak templates and processes or a solution that lets you build from the ground up, there’s a solution out there. 

For example, you can create a custom client portal with advanced approval flows or set up a comprehensive internal collaboration space—all without having to settle for the basic functionality of off-the-shelf systems (and without writing a single line of code). How? We’ll tell you further below.

Compatibility with other tools

Whether you’re going for a customizable option or a ready-to-use solution, make sure it plays nicely with the tools you’re already using.

Look for software that easily integrates with popular apps like Slack, Google’s products, Airtable, HubSpot, or other tools in your tech stack. 

Scalability

Planning to expand your team or branch out into new areas? You’ll need software that can grow with you.

Even if you’re not scaling up just yet, choose a platform that can handle future growth. It’s a hassle to switch to a new system later on because your current software doesn’t meet your evolving needs. Avoid that pain by picking the solution that adapts as your business expands.

Pricing

On the same note, consider how pricing fits into your long-term plans. It’s important that the solution offers good value for your current needs but also remains cost-effective as you grow.

Look for transparent pricing models with flexible plans that can scale with you. Avoid options with hidden fees or steep price increases as you add users or features. You want a solution that’s budget-friendly now and won’t break the bank when it’s time for an upgrade.

Support and help content

Even the most complex software can feel easy to use with the right support in place, and even the simplest tool can become frustrating without it.

Before committing, don’t just take their word on 24/7 support—read through user reviews to see what others have experienced. People often highlight the quality of customer service in their feedback. 

Also, check if the platform has a solid help center with guides, FAQs, and tutorials, so you can troubleshoot issues and learn the ropes on your own when needed.

1. Softr 

Best for: custom approval workflows

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Remember we said you could build a custom creative approval platform without coding? Softr makes it possible.

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Softr is a no-code app builder that makes it easy to create a variety of internal tools and web apps. With Softr, you don’t have to compromise on flexibility. You can build anything you need.

A great example of a creative team successfully implementing Softr to customize approval operations is the story of the Strupek agency. The company was looking for a solution that could:

• Offer both a high-level and detailed view of content and results in one accessible place.
• Handle complex workflows, especially for copy and creative approvals across multiple clients.
• Provide a true preview of what content would look like across various social platforms.

They needed more design customization and flexibility than any out-of-the-box solution could offer. Softr delivered. By building on the client portal template, the Strupek team developed the Content Experience Dashboard, which supports eight key capabilities:

• Content scheduling
• Content previews
• Knowledge management
• Creative approvals
• Notifications and emails
• Per-post reporting
• Monthly campaign-level reporting
• "View only" access

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Implementing Softr has enabled Strupek to create a portal with advanced creative approval features and automated client reporting—a combination rarely found in a single system. And the results didn’t take long to show: the agency cut operational costs by 58% and saved 8-10 hours each week.

2. Airtable

Best for: managing creative workflows without leaving Airtable

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Airtable is a versatile workflow management platform that lets you design creative approval processes to fit your needs. At its core, it’s a database that you can transform into a visually engaging interface with its Interface Designer.

💡Like Softr, Airtable offers drag-and-drop building blocks for customizing your workflows. However, it doesn’t quite match up in terms of advanced design options, detailed permissions, or the ability to add custom code. Check out the side-by-side comparison of Softr and Airtable Interface Designer.

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You can create custom views and fields for each stage of your approval process, assign tasks, and track progress in real time. Whether you’re handling content creation, design approvals, or multi-step review processes, Airtable’s flexibility lets you build exactly what you need.

Plus, with Airtable's automation features, you can set up triggers to notify team members when a project needs their attention or moves to the next stage.

3. ProofHub

Best for: out-of-the-box project management and approval workflows

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ProofHub is a project management and team collaboration platform for small and mid-sized businesses. It replaces multiple tools by integrating task management, team communication, time tracking, and file storage into a single, cohesive platform.

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From a creative approval perspective, ProofHub provides essential features like version control, file versioning, image and file annotations, and automated review workflows.

4. PageProof

Best for: laser-focused proofing and feedback features

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PageProof is a specialized tool designed to make the review and approval process as smooth as possible.

It might not have the full range of project management tools, but it offers specialized features for proofing and approvals that you won't find in more general platforms.

For instance, you can send your prototypes for proofing for Figma, Sketch, InVision, and Adobe XD using PageProof and manage your review process through a centralized system.

5. Planable

Best for: social media content approval workflows

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Planable is a content review and collaboration platform for social media marketing teams and agencies. It offers an organized workspace where teams can create content drafts, submit them for review, receive feedback, and schedule them for publishing in one place.

The platform’s visual interface helps users see exactly how posts will appear on various social media channels, saving you from having to explain each platform’s nuances to external stakeholders.

6. Filestage

Best for: approval processes involving multiple internal and external stakeholders

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Filestage is online proofing software for creative and marketing teams.

It’s packed with handy features for creative approvals, like video timestamps and the “approve with changes” option. This means you can push a project forward even if only small tweaks are needed, leaving room for another quick review if necessary.

Another standout feature is the ability for reviewers to organize and prioritize their projects so nothing slips through the cracks even for the busiest stakeholders.

7. Loomly

Best for: social media content planning and approvals

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Loomly is one of the most popular content management platforms designed for social media teams and agencies. It streamlines the entire content creation process, from content planning to approvals and publishing.

With Loomly, creative teams can easily share individual posts or entire content calendars with clients for review, while keeping internal discussions private. For clients who prefer not to log into Loomly—or if you’d rather not have them in the platform—you can export your projects and share them externally for feedback.

8. ClickUp

Best for: all-in-one project management and creative approval workflows

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ClickUp is a project management platform designed to handle everything from task management to complex workflows.

As a project management system at its core, ClickUp might not have some of the advanced approval features you'd find in Filestage or PageProof, but it’s got other strengths. With ClickUp, you get handy tools like time tracking, real-time chat, whiteboards, and project goals that you won’t find in those more specialized platforms.

9. GoVisually

Best for: direct feedback on visual projects

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GoVisually is an online proofing and collaboration tool for teams collaborating on visual content like graphics, videos, and designs.

Users can annotate directly on files, regardless of their format, which allows them to place feedback exactly onto the item that needs changes. 

10. Ziflow

Best for: compliance-ready approval workflows

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Ziflow is a powerful proofing platform designed for brands with complex approval needs. Imagine combining GoVisually’s visual feedback capabilities with a strong workflow automation solution, and you’ve got Ziflow.

In addition to standard approval workflows and annotation tools, Ziflow offers strong compliance management features. For instance, you can add e-signatures to create clear lines of responsibility for creative projects.