A client approval portal that replaces the WhatsApp chase

The approval problem in most agencies

Drafts get sent as images in a chat group. The client replies with a thumbs-up to one, a voice note about another, and silence on the third. A week later nobody can say which version was approved, and the post that went out has the old phone number.

Approval is where agency time leaks and where most client arguments start. A proper portal fixes both by making the decision clear and keeping a record of it.

What the client reviewer sees

• A short list of items waiting for them, with the status word Awaiting approval in amber.
• The full post, caption, image, blog draft, website fix or paused ad draft, shown the way it will look.
• Two clear choices: approve, or reject with a note explaining what to change.
• Only their own business. A reviewer cannot see your other clients or your internal notes about them.

Three ways a client can say yes

Not every client wants to open an app. The reviewer can approve inside the portal, follow a link in an email, or, once the WhatsApp Business template with an Approve button is approved by Meta and the client has opted in, tap Approve inside WhatsApp. Whichever route they choose, the decision lands in the same record with the time and the person who made it.

What happens before work reaches the client

Your team should never send a client something that breaks their own rules. Every draft passes quality checks first: banned or unapproved claims, length, missing details. A draft that fails cannot be sent for approval until someone fixes it. AI can only use claims stored as approved in the client's Business Profile, so a caption cannot quietly add a discount the client never offered.

Managers can use bulk review to clear a batch of drafts internally, then send the set to the client in one go.

What happens after the yes

• Approved social posts publish on schedule to the connected Facebook Page, Instagram business account, LinkedIn page, YouTube channel or X account.
• The app reads each post back from the platform. The status moves from Published (blue) to Verified (green) only when that check passes.
• Approved ad drafts still stay paused until someone authorises a launch with a budget cap.
• If a client rejects, the note goes back to the writer and the item returns to draft.

Tips for getting clients to respond

• Send work in weekly batches, not one post at a time.
• Agree a reply window in your contract, such as two working days.
• Use the client's own language. Drafts can be written in English, Hindi or Punjabi.
• Keep reasons for rejection inside the portal so the record stays complete.