Client Approval Process Template for Creative Projects
A step-by-step client approval process template — roles, feedback windows, revision limits, and Approval Lock language you can copy into your workflow.
Part of Approval Lock™ guides guides →
- client approval process template
- client approval workflow
- approval lock
- proof of client approval
Email threads are not an approval process. This client approval process template gives freelancers and studios a repeatable flow: submit → review → revise within boundary → Approval Lock™ → invoice.
Copy the sections into your SOW, onboarding email, or Accountability Chat pinned note.
Approval process overview
Deliverable submitted in project timeline
→ Client reviews within [X] business days
→ Feedback = revision (if rounds remain) OR Approval Lock
→ At Approval Lock: milestone eligible for Payment Release Gate
Template: roles and authority
| Role | Can comment | Can approve (binds project) |
|---|---|---|
| Creative / Studio | Submit deliverables | No |
| Designated Client Approver | Yes | Yes — Approval Lock |
| Other stakeholders | Optional view/comment | No |
Rule: Only the designated approver's Approval Lock triggers payment readiness.
Template: feedback window
Client will provide consolidated feedback within five (5) business days of deliverable submission. If no feedback is received, the deliverable is deemed approved for the current milestone unless the Creative requests an explicit extension in writing.
Adjust days per project; the point is a deadline, not infinite review.
Template: revision rounds
This milestone includes three (3) revision rounds on the primary deliverable defined in the Statement of Work. A revision round means one batch of consolidated feedback from the Client Approver. Additional rounds require a change order or hourly billing at $[rate]/hr.
Tie to Revision Boundary™ language in your contract.
Template: what counts as approval
Approval is recorded when the Client Approver clicks Approve / Approval Lock in the project timeline (or signs the approval attestation if off-platform). Reactions in email, Slack, or Figma comments alone do not constitute approval for payment purposes unless followed by explicit Approval Lock.
See Proof of client approval in payment disputes.
Template: client checklist before approving
Send with each submission:
- Matches agreed scope for this milestone
- Consolidated feedback from internal stakeholders (one batch)
- No new deliverables added without change order
- Approver confirms Approval Lock
After Approval Lock
- Milestone status → approved in timeline
- Payment Release Gate™ opens per contract
- Creative issues invoice or escrow release proceeds
Read: Client approval workflow step by step · Invoice after client approval
How Zlaip implements this
Approval Lock™ in Accountability Chat records explicit sign-off on the deliverable — linked to the locked agreement snapshot, not a lost email.
Next: Approval Lock™ guides