Approval form template for clients

What it asks

What each answer does

The form changes with the decision. Choosing Request changes shows a question asking what should change, and choosing Approve asks for a signature. The answer to decision becomes the request’s outcome, so what happens next never depends on reading free text.

How to use it

1. Select Use this template. It is the same form the demo starts from.
2. Publish it, and create a request with the approver’s name filled in and locked. Set the hidden reference field to your quote or contract number.
3. Attach the document to review by adding a Documents question.
4. In Zapier, Request Completed starts a Zap with the outcome. In n8n, Wait for the Outcome resumes the same run.

To replace Approval by Zapier with this form, follow the two-Zap walkthrough.

What to change

• The words, not the keys. Reword “Approve” as “Accept the offer” or “Sign off” and translate the labels; the option keys stay approve, decline and changes, so nothing downstream changes.
• What they decide on. Add a Documents question and attach the quote or contract per request, or describe it in the form text, where the hidden reference can be shown by name. A hidden number field carries an amount the same way.
• The signature. It appears only on approve. Drop it when a click is enough, or show it on every outcome if your process needs a signed decline too.
• Who they are. full_name and company_name are prefilled and locked in the example below. Drop them for approvers you do not know in advance.

Send it from a workflow

The approver’s name and company come from your CRM, the document from your file store. Lock what identifies them, put your quote number in reference, and attach what they are deciding on.

{
  "method": "requests.create",
  "params": {
    "formId": "j57...",
    "recipient": { "email": "ada@acme.example", "name": "Ada Lovelace" },
    "context": { "reference": "Q-2041" },
    "prefill": { "full_name": "Ada Lovelace", "company_name": "Acme Ltd" },
    "readonly": ["full_name", "company_name"],
    "documents": [{ "documentId": "kn7...", "name": "Quote Q-2041" }],
    "delivery": "email",
    "externalId": "Q-2041",
    "callbackUrl": "https://automation.example/webhook/Q-2041"
  }
}

The callback’s data.request.outcome is approve, decline or changes, next to status, so a Switch node or a Paths step branches without reading any text. On changes, answers.requested_changes says what; on approve, the signature is in the answers too. No answer by the expiry sends request.expired instead, which is a fourth branch worth handling.

When another template fits

• Invoice verification when you need corrected values rather than a verdict.
• Payment request for the step after a yes, when the approved amount has to be paid.
• Client intake and onboarding when the signature belongs on terms and details, not on a decision.