If you’ve ever found yourself chasing down feedback, digging through email threads or wondering which version your client actually saw, you’re not alone. The approval process is one of the biggest sources of delays in interior design projects, and one of the most frustrating.

It’s a familiar headache. Approvals get lost in emails, comments are scattered across chats and spreadsheets and before you know it, you're stuck waiting. Or worse, making decisions based on guesswork.

That’s where project management software can make a real difference. When approvals are built into your workflow, everything runs more smoothly. Clients know exactly where to respond, you get a clear view of what’s been decided and projects keep moving without the usual hold-ups.

Why Client Approvals Often Get Stuck

Approvals shouldn’t feel like a guessing game, but when client communication is spread across too many channels, that’s exactly what happens. One message is in WhatsApp, another in an email and somewhere there are spreadsheets with comments. But which version is the final one? Ensuring everyone is on the same page is crucial to avoid these issues and streamline the approval process.

Too Many Tools, Not Enough Clarity

Using email, chat apps and spreadsheets might feel convenient in the moment, but over time it leads to confusion, especially when managing multiple projects. Feedback gets missed. Details get lost. And instead of moving forward, you’re stuck following up and piecing together conversations.

As Lukas Senkus, architect and interior designer at Senkus Design, put it: “When clients need information, they shouldn’t have to spend time searching for it. I need to give them a clear, organized package.”

That clarity helps keep projects moving and keeps clients feeling supported.

When Clients Aren’t Sure What They’re Approving

Clients can’t approve something if they don’t understand what they’re looking at during the design process. If files are missing images, links or context, they will hesitate. And hesitation leads to delays.

Approvals Are Emotional, Too

For clients, every decision can feel high-stakes. They’re imagining how something will look in their home, not just ticking a box. A clear, visual approval system helps them feel more confident, more involved and less overwhelmed.

Structured tools don’t just help you stay organised, they help your clients feel supported, too.

How Project Management Software Solves the Approval Problem

When client approvals aren’t scattered across five different tools, but built into your workflow solutions, the whole process becomes faster, clearer and a lot less stressful.

Everything in One Place

Project management software keeps all your spec sheets, updates and client choices in a single, centralised space. No more bouncing between emails, chats, spreadsheets and PDFs. Everyone sees the same thing and it’s always the latest version, making it easier to track progress on projects.

Clear, Visual Approvals

Instead of vague replies or confusing notes, clients get a simple, visual way to approve or decline selections. Buttons, comments and side-by-side options are all laid out clearly. The result? Secisions are easier to make and track.

Real-Time Feedback, Less Chasing

As soon as a client gives feedback, you see it. That means fewer follow-up emails, fewer "just checking in" messages and no more waiting days to hear back. You can move forward with confidence, knowing exactly what’s been approved and what still needs attention.

You Stay in Control

No more relying on memory or searching for that one email with the final yes. With structured approval tools, you always know where things stand and so does your client.

It’s not just about being more organised. It’s about making the process feel better for everyone involved.

Which Features to Look for in a Client Collaboration Tool

In addition to making your life easier, the right tool with key features can make the whole experience better for your clients, too. When approvals and feedback are simple and intuitive, projects move faster and feel less stressful on both sides.

A Client Interface That’s Actually Easy

Let’s be honest! Not all clients are tech-savvy. Look for a platform that’s simple enough for anyone to use, even if they’re not used to design tools. No logins, no training needed is a must – just click, view and respond.

Visual Product Displays

Clients need to see what they’re approving. A good collaboration tool should show clear images, descriptions, prices and links all in one place. That way, decisions feel informed and not rushed or uncertain.

Built-in Approval and Decline Options

Skip the vague messages. “What do you think?” is not the way to go. Tools that include approve/decline buttons keep things clear and help avoid misunderstandings later on. You’ll know exactly what’s approved and what still needs a decision.

Linked Comments for Clarity

Commenting is most useful when it’s tied directly to a product or task. That way, you’re not trying to match feedback to the right item, it’s all right there, in context, with no guesswork.

Choosing a tool with these features helps you run smoother projects and gives your clients a more confident, collaborative experience.

Best Tool for Streamlining Client Approvals: thesheet

If you’re looking for a tool that was actually built for how interior designers work and how clients think, thesheet is the one to try. It turns the whole approval process into something that’s clear, quick and easy for everyone involved.

One-Click Approvals That Keep Things Moving

With thesheet, clients can approve or decline product selections with a single click. No extra steps, no messy email replies. They don’t need to download anything or log in, they just open the link and respond.

Feedback That Stays Organised

Every product has its own comment thread, so there’s no confusion about which piece someone’s talking about. You get clear, in-context feedback that’s easy to follow and no more chasing down scattered notes.

You Stay in Control

Need to update a selection or offer an alternative? It takes seconds. You can track exactly what’s been approved, declined, or still pending – all in real time. Everything is tidy, visual and in one place.

That clarity makes a big difference. As Ljudmila from Stuudio88 shared, “The first client started approving and rejecting products in the client view and leaving comments right away. I felt that made the process a lot easier in choosing alternatives.”

Designed to Feel Easy for Everyone

Even non-tech-savvy clients feel comfortable using thesheet. Everything is visual, intuitive and focused to make them feel involved, not overwhelmed.

As Lukas puts it, “thesheet was exactly what I needed – fast, clear and easy to use. Clients can approve, comment and see everything in one place, without any confusion.”

That’s exactly what makes thesheet so powerful. It’s simple for clients and seamless for you. If approvals have ever slowed you down, thesheet is the tool that helps you speed up without losing clarity or control.

Bonus Tips for Smoother Client Approvals

Even with the right tools in place, a little structure goes a long way. These small habits can help you avoid delays, reduce misunderstandings and keep projects moving smoothly from start to finish.

Set Expectations Early

Let your client know how and where approvals will happen right from the start, including how deadlines will be managed. Whether you’re using thesheet or another platform, agreeing on the process upfront helps avoid confusion later on.

Offer Alternatives

Transparency is key when offering alternatives. Whenever reasonable, show a backup option alongside your main pick. It speeds things up and gives clients a sense of choice without sending them down a Google rabbit hole.

Keep Comments Short and Focused

When adding notes or questions, keep them clear and specific to ensure tasks are well-defined. Instead of “thoughts?”, try something like “Would you prefer this finish or the lighter one we discussed earlier?” The more direct you are, the faster and more helpful the response will be.

Check In Regularly

For longer projects, don’t wait until the end to follow up. Regular updates, such as a quick weekly check-in, can help keep feedback flowing and approvals on track. Even if it’s just 10 minutes.

With the right system and a few simple habits, you can make approvals one of the smoothest parts of your process.

Simplify Client Approvals and Reclaim Your Time

Approvals don’t have to be a bottleneck. When handled well, they can actually strengthen your client relationships and build trust throughout the project. It’s not just about ticking boxes, it’s about making clients feel heard and involved, without slowing everything down.

With the right system in place, approvals become faster, clearer and a lot less frustrating. You spend less time chasing feedback and more time doing what you do best – designing.

If approvals are currently eating up too much of your time, it might be time to upgrade how you’re managing them.

Try thesheet, it’s Built for Interior Designers

thesheet is clear for clients, streamlined for you and designed to keep your projects moving. Try thesheet for free to see how it helps you gather approvals, comments and decisions in one easy-to-use space.

See the benefits of thesheet in 2 minutes