Which documents can need approval?

Any document an automation creates: from Airtable or any other data source, from the API or from your AI agent. Documents that go out for signing or acceptance can need approval too. Your AI agent can create a document that waits for approval, but it cannot approve it.

Do approvers need to sign in?

No. The link in the approval email opens the review without a sign-in, on a computer or a phone. Team members who are signed in can also decide on the Approvals page in the app.

Which plans include Approvals?

The current (2026) Business and Scale plans. Trials, the Professional plan and older plans, including Unlimited, do not include Approvals. You can switch on the Change plan page in the app. See pricing for the details.

How do I set up Approvals?

Open the automation, turn on the Approvals card, pick the approvers and choose Always or a rule. The setup guide at https://docsautomator.co/docs/features/approvals walks through every setting.

E-signing and acceptance are now included in every plan, at no extra cost.Learn more

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Approvals

Q: What happens when an approver rejects a document?

The approver writes a reason. The person who made the document gets the reason by email, and nothing goes out: no email, no file on the record, no webhook and no signing request. The document stays visible in the app as Rejected. To change it, create it again.

Q: Does a document count again when it is approved?

No. A document counts once, when it is made. Approving or rejecting it does not count it again.

Approve before it goes out

A team member says yes before a document leaves DocsAutomator. It works for any document you create, not only for signing. Until the approval, nothing goes out: no email, no file on the record, no webhook and no signing request.

See the Business plan Read the setup guide

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The Approvals card with the rule amount is greater than 5000, next to the approval review with the Approve and Reject buttons

Key Benefits

What it is

Any document

Invoices, quotes, contracts and reports can all wait for an approval. It works for documents from Airtable or any other data source, from the API and from your AI agent, with or without signing.

Always, or only when a rule is true

Choose Always, or Only when... with a rule, for example "only when the amount is greater than 5,000". Documents that do not meet the rule go out at once, as without approval.

Approvers you pick

Pick the team members who approve. With more than one approver, choose whether all of them must approve or whether any one approver is enough.

Nothing leaves before the yes

The document is made and stored, and shows as Waiting for approval. It goes out once, after the last approval, exactly as it would have without approval.

How it works

Get started in minutes

Turn on Approvals for an automation

Open the Approvals card on the automation and switch on "Approve each document before it goes out". Pick the approvers. Under Needs approval, choose Always or Only when..., and set the rule under "Needs approval when this condition is true".

The Approvals card with two approvers and the rule amount is greater than 5000

Approvers review the exact PDF

Each approver gets an email with a link to the document. They open it without signing in, also on the phone, see why it needs approval and open the exact PDF that goes out. They can also decide on the Approvals page in the app.

The approval review with the reason for the approval, the approvers and the Approve and Reject buttons

Approve, or reject with a reason

After the last approval, the document goes out as usual. A reject needs a reason. The person who made the document gets the reason by email, and nothing goes out.

The reject form with a reason that the requester gets by email

Learn more in our Knowledge Base

Get detailed guides, field references, and further information about approvals.

Open Knowledge Base

Approvals are part of the current Business and Scale plans.

See the Business plan Read the setup guide

What waits for the approval

While a document waits, DocsAutomator holds every step that sends it somewhere. After the approval, each step runs once.

The email with the document

The email to your client or your team goes out only after the approval.

The file on the record

The PDF is saved back to the record, for example an attachment field in Airtable, only after the approval.

Cloud folders

Saving to Google Drive, OneDrive and Dropbox waits for the approval too.

The webhook and the API link

The webhook fires and the API answer gets the document link only after the approval. Until then, the API answers that the document waits for approval.

Signing and acceptance requests

If the automation sends the document for signing or acceptance, the invitations go out only after the approval.

Approvals are part of the current Business and Scale plans.

See the Business plan Read the setup guide

Plans and billing

Approvals are part of the current (2026) Business and Scale plans.

Change plan

Business and Scale

Every workspace on a current Business or Scale plan can turn on Approvals for any automation.

Trials, Professional and older plans

Approvals are not part of trials, the Professional plan or older plans, including Unlimited. To use them, switch to a current Business or Scale plan on the Change plan page in the app.