A fast-growing agency cut internal approval times by 85%—from days to hours—using workflow automation with Zapier and Slack. No more lost emails or bottlenecks, just instant notifications and one-click approvals.

By automating purchase requests, the agency eliminated manual email chains and created a transparent, auditable process. Flow Genius specializes in these solutions, helping businesses accelerate decisions and boost efficiency with workflow automation and AI integration.

The Challenge

Manual purchase approvals were slowing the agency’s growth. Requests got buried in email threads, managers missed urgent items, and tracking who approved what was a nightmare. According to McKinsey (2024), 60% of businesses cite slow internal processes as a top barrier to scaling. The agency needed a faster, more reliable way to handle approvals without adding complexity.

The Solution

Flow Genius designed a custom workflow using Zapier and Slack to automate the entire purchase request process. Employees submit requests via a simple online form. Managers receive instant Slack notifications and can approve or reject with one click. Every action is logged, creating a clear audit trail. This workflow automation eliminated email delays and confusion, making approvals seamless and transparent.

Implementation Steps

1. Map the approval process Flow Genius worked with the agency to outline every step, from request submission to final approval, identifying bottlenecks and required data.

2. Build a digital request form A secure online form was created using Google Forms, capturing all necessary purchase details and requester information.

3. Connect form to Zapier Zapier was set up to monitor new form submissions and trigger automated workflows.

4. Integrate Slack for instant notifications Zapier sends a direct Slack message to the relevant manager with request details and one-click approve/reject buttons.

5. Log approvals for audit Each approval or rejection is automatically recorded in a shared Google Sheet for tracking and compliance.

6. Test and refine The workflow was tested with real requests, and minor adjustments were made for clarity and speed.

Results

Approval times dropped from an average of 2.5 days to just 3 hours—a reduction of 85%. No requests were lost or delayed, and the audit trail improved compliance. According to Forrester (2023), automating approvals can boost productivity by up to 30%. The agency’s managers reported higher satisfaction and less stress, while finance gained instant visibility into spending.

Key Takeaways + CTA

Automating internal approvals with Zapier and Slack eliminates bottlenecks, reduces errors, and creates a transparent audit trail. Mapping the process, integrating notifications, and logging every action can turn days of waiting into hours of progress. Ready to speed up your business? Contact Flow Genius to see how workflow automation and AI integration can transform your operations: https://flowgenius.ai

FAQ

How does automation prevent lost requests? Automated workflows route every request through a tracked system, ensuring nothing gets missed or buried in email.

What if my team doesn’t use Slack? Flow Genius can integrate with Microsoft Teams, email, or other platforms—customizing automation to your workflow.

Is this solution secure? Yes. All data is encrypted, and access is controlled. Audit trails make compliance and oversight simple.

How quickly can I see results? Most businesses see faster approvals within days of implementation, with measurable efficiency gains in the first month.