Choosing client approval software is not really about collecting another list of features. It is about deciding how your clients should review work, leave feedback, and give a final sign-off.
If you run an agency, you already know the drill. You finish a deliverable, share it with the client, and then… silence. Three days later you're sending your second follow up email, wondering if they even opened the file.
Client approval tools exist to fix this. But the right choice depends on whether you need a simple client sign-off, detailed proofing, or a multi-stage review process. This guide gives you a practical way to shortlist them. (If you're still not sure whether you need one, read our guide on what a client portal actually is and why agencies need one.)
Here's what we found.
What actually matters in an approval tool
Before we get into the tools, let's talk about what separates the good ones from the forgettable ones.
The client experience is everything. If your client needs to create an account, download an app, or watch a tutorial just to say "looks good," you've already lost. The best tools get out of the way and let clients focus on the work, not the software.
Branding matters more than you think. When a client opens a portal that shows your logo and colors, it feels like part of your service. When they see a third party brand they've never heard of, it creates a tiny moment of doubt.
Simple pricing you can actually understand. Per seat pricing sounds reasonable until your team grows and your bill triples overnight.
The tools
1. TryApprove
TryApprove takes a deliberately simple approach. You create a project, add tasks with files attached, and send your client a magic link. They click it, see a branded portal, and approve or request changes on each task. No account creation, no passwords, no confusion.
What stands out is the client experience. Clients open a project through a magic link, then see the agency portal, the deliverables, and the available review actions in one place.
Pricing: Free forever for 2 projects. Pro starts at $29 per month. Agency plan at $79 per month.
Best for: Agencies and freelancers who want the fastest, simplest approval workflow.
Not the best fit for: Teams that need formal, multi-stage approval chains, regulated review controls, or automated file-difference detection.
2. Filestage
Filestage is built for larger organizations with multi step review processes. If your approvals need to go through a legal team, then a creative director, then the client, Filestage handles that chain well.
The tradeoff is complexity. It takes real onboarding time, clients need accounts, and the interface can feel overwhelming for simple one step approvals.
Best for: Enterprise teams with formal review hierarchies.
Not the best fit for: A small agency that needs a simple client portal alongside onboarding and invoices. Check Filestage's current plans and reviewer settings before making a decision.
3. GoVisually
GoVisually focuses on visual proofing. It handles design files and PDFs well, with decent annotation tools for marking up specific areas.
The interface is functional but starting to show its age. White labeling is limited on lower plans, and clients need to create accounts to leave feedback.
Best for: Design focused teams reviewing visual content.
Not the best fit for: Agencies looking to run contracts, client onboarding, invoicing, and approvals from the same workspace.
4. Ziflow
Ziflow automates proofing with workflow templates and integrates with tools like Adobe Creative Cloud. It's powerful, but that power comes with complexity that most small agencies simply don't need.
Best for: Large teams needing automated proofing pipelines.
Not the best fit for: Teams that value a short setup and a lightweight client-facing review flow.
5. Aproove
Aproove specializes in regulated industries like packaging and print production, where compliance and detailed audit trails are non negotiable. It's robust but very niche.
Best for: Print, packaging, and compliance heavy industries.
Not the best fit for: Small creative teams with straightforward approval needs.
6. PageProof
PageProof offers smart annotations and supports many file types. Their standout feature is version comparison, which can automatically highlight differences between revisions.
Best for: Teams that need detailed version tracking.
Not the best fit for: Teams that do not need automated visual comparison between versions.
7. Pastel
Pastel takes a unique approach. Instead of uploading files, you paste a website URL and annotate directly on the live page. This is incredibly useful for web agencies reviewing staging sites.
The limitation is that it's primarily for websites. If you're approving logos, social media posts, or print materials, Pastel isn't the right fit.
Best for: Web development agencies reviewing live sites.
Not the best fit for: Agencies that also need a structured approval record for PDFs, designs, and the wider client workflow.
How they compare
| Tool | Best for | Choose it when | Not the first choice when |
|---|---|---|---|
| TryApprove | Agency client workflows | You want a client portal, approvals, onboarding, and invoicing in one place | You need complex multi-stage review governance |
| Filestage | Structured content review | You need reviewer groups and formal approval stages | You only need a lightweight client approval flow |
| GoVisually | Visual proofing | Image and PDF review is the main job | You want one system for the full client lifecycle |
| Ziflow | Creative operations | You need automation and enterprise integrations | Your team needs a fast, low-overhead setup |
| Aproove | Regulated production | Compliance and detailed audit controls drive the purchase | You run straightforward agency approvals |
| PageProof | Detailed change review | Version comparison is essential | Your approval process is simple and client-facing |
| Pastel | Website feedback | Your main review surface is a live website | You need an all-purpose client portal |
So which one should you pick?
If you're a freelancer or small to mid agency and you need clients to review work, give feedback, and approve it in a client-facing portal, start by testing the actual reviewer experience. Send a real file to a colleague, ask them to request a change, then see what it takes to find the decision and the feedback later.
That's what TryApprove was built for: a simple approval flow inside a wider client workspace. Start with a real project and see how it feels.
Once you've picked your tool, check out our complete guide to building a client approval workflow to make the most of it.