Approval Workflows

Automate the whole flow. Keep the decisions.

An approval gate pauses a running workflow until the right person signs off, then it carries on by itself. Discounts over a threshold, jobs above a value, credit notes, a quote to a key account, anything a person should see before it goes out. Nothing waits in someone's head or in a chat thread, and every decision is on the record with who made it and when.

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Command Center approvals list with time off, refunds, discounts, a purchase order and a quote waiting, each with Approve and Reject.

Plain English

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Approval WorkflowsPlain English

Gate added

Quotes above the threshold pause at send

Regional manager notified

It lands in their queue, not their inbox

Approved, then it flows

Sends, logs, and moves the job on by itself

Live in

Under a minutelive, no rebuild

Built your way

This is what makes the rest safe to switch on

Every AI claim on this site raises the same question: what if it gets it wrong. An approval gate is the answer, and it is a mechanism rather than a promise.

The workflow waits, it does not restart

An approval gate is a step in the middle of an automation. Everything before it has already happened; everything after it fires the moment someone approves. Nobody re-does the first half by hand.

Rejection is a path, not a dead end

Approve and it continues. Reject and it goes down the other branch: back to the estimator, a note to the customer, a different stage. Both outcomes are designed, so neither one leaves the job stranded.

The value raises the gate, not a person

Gates fire on a threshold being crossed, a stage being entered, or a record having sat somewhere too long. It does not depend on somebody spotting it.

The AI cannot approve on your behalf

On a call, a high-stakes change will not commit on a spoken yes: the caller presses a key after the change is staged. Over text it needs a typed keyword, checked against the raw message rather than by the model, so a model that believes it was confirmed still cannot commit.

Every attempt is auditable

Commits and refusals both. When someone asks who authorised the credit note, the answer is a record rather than a recollection.

By role, not by name

Gates route to whoever holds the role, so approvals do not stall because one person is on leave.

Where the money moves

Credit notes, write-offs, invoices above a value, purchase orders to a new supplier. The places where a mistake is expensive are the places a gate earns its keep.

Where compliance bites

A permit signed off before work starts, a remedial approved before the certificate issues, a safety acknowledgement recorded before the tech is on site.

Customer-side sign-off too

The customer approving the extra work is the same shape of gate: the job does not proceed until the approval is on the record.

See it built around how your team already works.

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Shaped to your trade

Your business doesn't run like the template. Neither does Fieldproxy.

Commercial HVAC

Quotes above contract value hold for the account manager before they reach the client.

Fire & Safety

Remedial work is approved before the certificate can be issued, not after.

Facilities

The landlord approves the extra spend before the contractor is sent.

Field Services

Credit notes and write-offs need a name against them, every time.

Platform

Everything you need, in one platform

A complete field service suite, explore what's included.

Want it running on your jobs? We set it up around them.

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Integrations

Plays nicely with the tools you already use

Automations

Gates are a step in any workflow

Push + SMS + email

However the approver wants it

QuickBooks

Approved invoices sync, held ones do not

Xero

Same gate, same sync

Customer portal

Customer-side approvals

Zapier

Anything else

AI agents

Agents that stop at the gate

The agents do the work up to the decision. The decision stays with a person.

Calling Agent

Books and reschedules on the phone, but a cancellation or a payment stages first and needs a keypress from the caller before it commits.

Text Agent

Handles the thread, and quotes the change back before it commits. Only a typed keyword, matched in the runtime, lets it through.

Watcher Agent

Notices the job that has sat too long, or the approval nobody actioned, and raises it before it costs you the renewal.

Explore all AI agents →

See it built around how your team already works.

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Bring the decision your team currently chases by chat and email

On the mapping call we find where work stops and waits for a person, and what it costs you while it waits.

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Also works from ChatGPT, Claude and Copilot in Teams

Fieldproxy's MCP server lets your team run the day and change the software itself from the AI assistant they already use, with a confirm step before anything changes.

Automate the whole flow. Keep the decisions.

Describe the change. It goes live.

This is what makes the rest safe to switch on

The workflow waits, it does not restart

Rejection is a path, not a dead end

The value raises the gate, not a person

The AI cannot approve on your behalf

Every attempt is auditable

By role, not by name

Where the money moves

Where compliance bites

Customer-side sign-off too

Your business doesn't run like the template. Neither does Fieldproxy.

Commercial HVAC

Fire & Safety

Facilities

Field Services

Everything you need, in one platform

Estimates & Quotes

Contracts & Invoices

Work Orders

Job Checklists

Reporting & Dashboards

Customer Portals

Plays nicely with the tools you already use

Agents that stop at the gate

Calling Agent

Text Agent

Watcher Agent

Bring the decision your team currently chases by chat and email