Top 7 Real-World Use Cases and Their Solutions with Approval Processes in Salesforce

 Top 7 Real-World Use Cases and Their Solutions with Approval Processes in Salesforce

Approvals are at the heart of any business. From sales discounts to HR requests, companies need a streamlined and consistent way to ensure compliance and accountability.

In Salesforce, the Approval Process automates record submissions, routes them to the right people, and locks them until a decision is made. This ensures faster decision-making, transparency, and control.

Let’s look at the top 7 real-world use cases and see how Salesforce provides powerful solutions.

1️⃣ Discount Approvals on Opportunities

Use Case:
Sales reps often request special discounts to close deals. Management needs to approve high discounts to protect profitability.

Solution in Salesforce:

• Create an Approval Process on Opportunity object.
• Entry Criteria: Discount > 20% (custom formula field).
• Approvers: Sales Manager → Finance Team.
• Actions:
  • Lock the record during approval.
  • Send email alert to approver.
  • On Approval → Update “Discount Approved” checkbox = TRUE.
  • On Rejection → Send rejection email to rep.

Benefit: Sales agility + controlled profit margins.

2️⃣ Expense Reimbursement Requests

Use Case:
Employees submit expenses (travel, food, lodging). Finance must validate before reimbursement.

Solution in Salesforce:

• Approval Process on Expense__c object.
• Entry Criteria: Expense.Status = “Submitted”.
• Approvers: Direct Manager → Finance Team → CFO (if > $10,000).
• Actions:
  • On Approval → Status = “Approved for Payment”.
  • On Rejection → Status = “Rejected” and notify employee.
• Use Flow to trigger payment integration once approved.

Benefit: Transparent, auditable, and fast reimbursement.

3️⃣ Leave / Time-Off Requests

Use Case:
Employees apply for vacation or sick leave, which requires manager + HR approval.

Solution in Salesforce:

• Custom Leave_Request__c object.
• Entry Criteria: Status = “Pending Approval”.
• Approvers: Reporting Manager → HR Manager.
• Actions:
  • On Approval → Update Status = “Approved”.
  • On Rejection → Update Status = “Rejected” with reason.
  • Send auto-email notification to employee.

Benefit: Removes manual HR emails, ensures proper approval hierarchy.

4️⃣ Purchase Order Approvals

Use Case:
Large purchase orders must pass multiple approval layers based on amount.

Solution in Salesforce:

• Approval Process on Purchase_Order__c object.
• Entry Criteria: Status = “Submitted”.
• Approval Steps:
  • If Amount < $5,000 → Manager approval only.
  • If Amount ≥ $5,000 → Manager + Finance Head approval.
  • If Amount ≥ $20,000 → Manager + Finance Head + CFO.
• Actions:
  • On Approval → Update Status = “Approved” and trigger vendor notification.
  • On Rejection → Update Status = “Rejected”.

Benefit: Enforces financial discipline and prevents overspending.

5️⃣ New Hire & Recruitment Approvals

Use Case:
Recruiters need internal approvals for job offers, new roles, or salary budgets.

Solution in Salesforce:

• Approval Process on Candidate__c or Job_Request__c object.
• Entry Criteria: Candidate.Status = “Offer Pending”.
• Approvers: Hiring Manager → HR Director → Finance.
• Actions:
  • On Approval → Status = “Offer Approved” and auto-generate offer letter (via DocGen app).
  • On Rejection → Notify recruiter with reason.

Benefit: Faster hiring and consistent approval trail across departments.

6️⃣ Contract Approvals (Legal & Compliance)

Use Case:
Sales or procurement contracts require legal + compliance review before execution.

Solution in Salesforce:

• Approval Process on Contract object.
• Entry Criteria: Contract.Status = “Submitted for Review”.
• Approvers: Legal Team → Compliance Officer → Business Head.
• Actions:
  • On Approval → Update Status = “Approved” and unlock contract.
  • On Rejection → Status = “Rejected”.
  • Optional: Use Apex + Approval.process() for complex contract routing.

Benefit: Reduces legal risks and ensures compliance without delays.

7️⃣ Marketing Campaign Budget Approvals

Use Case:
Marketing campaigns with large budgets require executive approval before launch.

Solution in Salesforce:

• Approval Process on Campaign object.
• Entry Criteria: Campaign.BudgetedCost > $10,000.
• Approvers: Marketing Manager → VP of Marketing.
• Actions:
  • On Approval → Status = “Approved” → Campaign status automatically updated to “Active”.
  • On Rejection → Status = “Rejected” → Campaign cannot launch.

Benefit: Controls marketing spend and ensures budget accountability.

⚡ Bonus Use Case: Customer Refunds

Refund requests created by service teams can automatically flow to finance for approval, ensuring better control and customer satisfaction.

✅ Final Thoughts

Salesforce Approval Processes are more than just a sales tool — they’re enterprise-wide. From sales discounts to HR leave requests, finance approvals to legal contracts, they help businesses:

• Save time
• Enforce compliance
• Improve transparency
• Maintain audit trails

With Salesforce automation (Flows, Apex, and Email Alerts), approvals become smarter, faster, and easier to scale.

💡 If you’re starting small, begin with one approval (like discounts) and expand to HR, Finance, and Legal. Soon, you’ll see approvals becoming a backbone of your business automation strategy.