A sales deal is humming along nicely. The prospect is keen, the value is high, and your sales rep is ready to move it to the next stage. But then, it hits the internal roadblock: approvals.
Because the deal is over a certain value, the sales manager needs to approve it. Because it includes a non-standard service, the head of delivery needs to give it the green light. And because it's for a client in a new region, the finance team must sign off on the payment terms.
Suddenly, your CRM is the calm before the storm. The real process happens in a flurry of emails, tagged Slack messages, and frantic "Have you seen my email?" follow-ups. The deal stalls, momentum is lost, and nobody has a clear view of its status.
While HubSpot is brilliant at automating tasks, its native workflows aren't designed to handle these kinds of complex, conditional approval chains. But that doesn't mean you have to live with the chaos.
It is entirely possible to build a clean, controlled, and fully auditable multi-stage approval system right inside the HubSpot deal record itself. Here’s how.
Why Standard Workflows Fall Short for Complex Approvals
First, let's be clear about why this is a challenge in the first place. Standard HubSpot workflows struggle with advanced approvals for a few key reasons:
- Lack of Dynamic Stakeholders: You can’t easily change the approver based on deal properties. A workflow can notify a specific person, but it can't decide who to notify based on a combination of deal value, product line, and region.
- No Sequential Logic: Building a chain where Approver B is only notified after Approver A has signed off is incredibly difficult. The system isn't built to manage a sequential queue.
- Poor Visibility: The entire process happens in the background. Your sales rep is left in the dark, constantly wondering, "Who has this now? Has it been approved yet?" The status isn’t visible on the deal record where they work.
- Inability to Lock Records: You can’t easily prevent a sales rep from editing a deal's value or terms while it's pending approval, which can cause major compliance issues.
The Blueprint for a Custom Approval UI
The solution is to stop thinking about this as a background automation problem and start thinking of it as a user interface (UI) challenge. You need to build a simple, interactive "Approval Hub" directly onto the deal object.
Using a framework like strutoUX, you can create a custom card that appears in the sidebar of every deal record. This hub becomes the single source of truth for the entire process. Here’s the blueprint.
Step 1: Design the "Approval Hub" on the Deal Record
This is your mission control. It’s a simple, custom card visible on every deal that clearly displays the approval status (e.g., "Not Submitted," "Pending Finance Approval," "Approved"). Below the status is a single, clear call-to-action button for the sales rep: "Submit for Approval."
Step 2: Trigger the Logic with a Single Click
When the rep clicks the button, the magic begins. The custom UI—your new Approval Hub—initiates the process.
- It reads the deal properties in real-time:
Deal Amount,Region,Product Line, etc. - Based on your company's predefined rules, it instantly determines the correct approval path. Is it just the Sales Manager? Or is it a three-person chain ending with the Finance Director?
- The status on the hub immediately updates to "Pending Approval: [Name of First Approver]," so the rep has instant visibility.
Step 3: Manage Notifications and Approver Actions
The system automatically sends a notification to the first approver, containing a direct link to the deal record. When the approver clicks through, they don't need to hunt for information. They see the same Approval Hub, but with two simple buttons: "Approve" and "Reject."
If they reject it, a text box appears, requiring them to enter a reason. This feedback is crucial for the rep to make the necessary corrections.
Step 4: Create a Visible, Auditable Trail
This is where a custom UI truly excels over email. Every single action is tracked and logged:
- Submission: A note is added to the deal timeline: "[Sales Rep Name] submitted this deal for approval."
- Approval/Rejection: A note is added: "[Approver Name] approved this deal." or "[Approver Name] rejected this deal. Reason: [Comment from approver]."
- Record Locking: The moment the deal is submitted, the UI can temporarily lock key fields, preventing edits until the process is complete.
This creates a perfect, time-stamped audit trail for compliance and reporting.
Step 5: Handle the Final Outcome with Clarity
Once the final person in the chain clicks "Approve," the system finalises the process. The status on the hub changes to a clear, green "Approved." The deal stage can be automatically advanced, and the sales rep receives a notification that their deal is ready to progress.
If at any point an approver rejects the deal, the process stops, the record is unlocked, and the rep is notified with the specific feedback they need to take action.
The Benefits of Bringing Approvals Inside HubSpot
Moving your approval process from your inbox into your CRM isn't just a minor improvement; it's a transformation.
- Clarity and Visibility: Everyone involved can see the exact status of the approval directly on the deal record. No more guessing, no more chasing.
- Speed and Efficiency: Automating notifications, reminders, and the logging of actions eliminates the manual follow-up that causes deals to stagnate.
- Control and Compliance: The process is enforced by the system, guaranteeing that no steps are missed and creating an unbreakable audit trail.
- A Better Experience for Your Team: Sales reps stay within the CRM, using a simple, intuitive tool that makes their lives easier and allows them to focus on selling.
Stop wrestling with chaotic email threads and start building a better way. A custom approval UI is the key to taming complexity and making your sales process as smooth and efficient as it should be.
Want to explore other ways to solve complex process challenges in HubSpot? Check out our complete guide: Taming Complexity: A Guide to Building Advanced, User-Friendly Workflows in HubSpot.
