Social media agencies lose days to email ping-pong over ad creatives. Every creative is versioned into a client portal with approve and comment buttons delivered over WhatsApp, plus deadline reminders and stall escalations, and approval cycles typically fall from six days to about 36 hours.
Typical results
94%
Campaigns launched on time
2
Feedback rounds per creative, down from 4
6 hrs/wk
Account manager time reclaimed
Figures reflect typical results for this kind of automation.
The challenge
Every campaign launch hinged on client approval, and approvals lived in email threads: creatives attached as JPEGs, feedback scattered across replies, versions confused with older versions. The average creative took six days to clear, launches slipped weekly, and account managers spent hours reconstructing which comment referred to which file.
Before and after
Approval cycle time
−75%Campaigns launched on time
+54%Feedback rounds per creative
−50%The automation
We built a client-facing approval portal fed straight from the design team's workflow. Every new creative version lands there automatically, and the client receives a WhatsApp message with a preview and two buttons: approve, or comment. Feedback threads attach to the exact version, deadline reminders fire as the launch date approaches, and if feedback stalls a scheduled launch for more than 24 hours, the account manager and the client's marketing lead are escalated automatically.
How it works
- 01
Version lands in portal
Every creative export flows automatically into the client-facing portal, versioned and previewed.
- 02
WhatsApp ping
The client gets a preview with two buttons — approve, or comment — no email attachment hunting.
- 03
Feedback pinned to version
Comments attach to the exact file version and route straight to the designer's queue.
- 04
Deadline countdown
Reminders fire as the launch date approaches, escalating in frequency near the deadline.
- 05
Stall escalation
If feedback stalls a scheduled launch past 24 hours, the account manager and the client's marketing lead are alerted.
Starts from
- New creative version
- Launch deadline
Delivers
- WhatsApp approve/comment
- Deadline reminders
- Stall escalation
The impact
Approval cycles collapsed from six days to 36 hours, and on-time campaign launches climbed from 61% to 94%. Feedback rounds per creative halved because comments stick to the right version, and account managers reclaimed roughly six hours a week previously spent refereeing email threads.
Questions about this automation
How do clients approve a creative?
Each new creative version flows from the design team's workflow into a client-facing portal, versioned and previewed. The client receives a WhatsApp message with the preview and two buttons, approve or comment. Approving marks that version as cleared for launch, and nobody has to dig through an email thread for attachments.
How does feedback stay linked to the right version?
Comments are attached to the exact file version the client was looking at, then routed to the designer's queue. When the designer uploads a revision, it becomes a new version with its own approval request, and older comments stay with the older file. Account managers can see the full history of each creative in one place.
What happens when a client doesn't respond before a launch?
Reminders fire as the launch date gets closer and become more frequent near the deadline. If feedback stalls a scheduled launch for more than 24 hours, the account manager and the client's marketing lead are both alerted. This is a multi-step build, usually rolled out in stages.