Review every pitch and client win before it goes out
The Proofsource agency approval workflow puts a review step in front of anything that reaches a client or prospect. Pitches go through a review room with sign-off and a timeline, and each client's weekly AI visibility win is held for your review before release.
| Prospect | Prepared by | Reviewer | State |
|---|---|---|---|
| Northwind Bikes | Sam | Ana | Waiting |
| Driffle | Priya | Ana | Signed off |
| Liftback | Sam | Ana | Changes asked |
Agency approval workflow, in short
The facts, ready to quote.
- Pitch review room
- Sign-off, a timeline per pitch, a waiting list and sign-off settings
- Weekly wins
- Each client's weekly win is held for agency review, then released or edited
- Who it is for
- Agency owners, account leads and reviewers
- Default
- Nothing goes to a client or prospect without a reviewer
Pitch review room. Pitches wait for sign-off from the reviewer you choose, with a timeline per pitch, a waiting list and sign-off settings.
Weekly wins held for review. Each client's weekly win is held for agency review, then released to the client or edited first.
What is an agency approval workflow?
An agency approval workflow is the step between work being ready and a client seeing it. In AI visibility work that step matters: a pitch quotes what ChatGPT or Perplexity said about a prospect, and a weekly update claims a win for a client. If a number is off or the framing is wrong, the agency's credibility takes the hit.
A good workflow makes the review fast and visible: one list of what is waiting, a named reviewer, a timeline of who did what, and a clear release action.
Proofsource gives agencies a pitch review room with sign-off, a timeline, a waiting list and settings for who must sign off. Each client's weekly win is held for agency review, where you release it as is or edit it first.
How it works
A review room where agency leads sign off pitches, weekly client wins held for review before release, and a morning screen of what needs approval.
Work is prepared
A pitch for a prospect or a weekly win for a client is drafted from AI visibility data.
It waits for review
The item lands in the waiting list for the reviewer your sign-off settings name.
A lead reviews
The reviewer reads the pitch or win, checks the evidence and edits if needed.
Sign off and release
Sign-off sends the pitch, and Release to client sends the weekly win.
The timeline keeps the record
Each pitch keeps a timeline of reviews and sign-offs.
See it in the product
Screens from the Proofsource app, drawn with sample data for an example brand.
| Client | Win | State |
|---|---|---|
| Northwind Bikes | Now named for 'best city e-bike' | Held for review |
| Driffle | Named by Perplexity for 'Otter alternatives' | Held for review |
| Liftback | Wrong price claim corrected in ChatGPT | Released |
Who it is for
Approve from your phone
Check the morning screen and clear approvals before the first meeting.
Catch mistakes before clients do
Read each weekly win before release and fix the wording if needed.
Send pitches that hold up
Route every prospect pitch through sign-off so numbers and claims are checked.
Show who approved what
Use the pitch timeline to see each review and sign-off.
Why it matters
Protects your reputation
Nothing reaches a client or prospect without a reviewer.
Fast to clear
One waiting list and a morning screen keep approvals moving.
Wins worth sharing
Weekly wins go out checked, so clients trust every update.
A clear trail
Timelines record each step from draft to sign-off.
Google AI OverviewsGoogle AI Mode
Agency approval workflow: Proofsource and other tools
Agency tools in AI visibility each take a different approach to pitches and client work; here is how their public pages describe it next to Proofsource.
| Capability | Proofsource | Profound | Peec AI | AthenaHQ | Scrunch | SE Ranking | Rankscale |
|---|---|---|---|---|---|---|---|
| Pitch workspaces for prospects | YesPitch review room with sign-off and timeline | Not listed | YesFree 7-day prospect workspaces that convert to a client projectSource | YesPre-built agency workspaces for proposalsSource | Not listed | Not listed | Not listed |
| Approval before work goes out | YesSign-off on pitches and review of each weekly win | RelatedAI Marketer drafts and stages marketing work for approvalSource | RelatedActions with evidence; approval requiredSource | Not listed | Not listed | Not listed | Not listed |
| Client updates held for agency review | YesWeekly win held, then released or edited | Not listed | Not listed | Not listed | Not listed | RelatedWhite label reports with scheduled automatic sendingSource | Not listed |
| Multi-client management | YesMany client brands under one agency, with review steps | YesAgency mode in organization settingsSource | YesIsolated project per client; unlimited client workspacesSource | YesMany brands in one platform with team permissionsSource | YesUnified workspace for multiple clients with prefilled dashboardsSource | YesManage team and client accounts in one platformSource | YesBrand dashboard slots from 2 up to 100 by planSource |
| Roles and reviewers | YesPitches wait for the reviewer you choose | YesRole-based access and SCIM provisioningSource | YesCompany-wide members view with role-based access and CSV exportSource | YesUnlimited seats with roles on Starter and EnterpriseSource | YesRBACSource | RelatedNot detailed beyond guest seatsSource | Not listed |
| Scheduled client reports | YesEach client's weekly win, held for review, then released | Not listed | RelatedVia MCP workflows posting to client Slack channelsSource | Not listed | YesScheduled reportsSource | YesBranded cover, colors, logo, header and footer; scheduled automatic sendingSource | Not listed |
| Client access to results | YesWeekly win released to the client after the agency review | RelatedDocument management with external sharing to people outside orgSource | YesLinks open without Peec loginSource | Not listed | RelatedCharts can be customized and sharedSource | YesRead-only client seats limited to chosen toolsSource | YesPublic dashboard permalinks, no account neededSource |
Where each of them shines
Profound's AI Marketer drafts and stages work for approval, and agency mode is built into its settings. Compare in full
Peec makes pitching easy with free prospect workspaces and client links that open without a login. Compare in full
AthenaHQ supports agencies with pitch-ready workspaces, reseller licenses and a GEO certification program.
Scrunch gives agencies one workspace across clients with dashboards ready to go. Compare in full
SE Ranking has a mature white label suite with branded reports, custom domains and client guest seats.
Public share links that need no account, so clients can open results right away.
Questions about agency approval workflow
What is the pitch review room?
It is where agency pitches wait for sign-off. Each pitch has a named reviewer, a timeline of reviews, and appears in a waiting list until signed off. Sign-off settings decide who must approve.
What is a weekly win?
A weekly win is a short client update about a gain in AI answers, such as being named for a new buyer question. Proofsource holds it for agency review, and you release it to the client or edit it first.
Can a client see work before we approve it?
No. Weekly wins are held until the agency releases them, and pitches go out after sign-off.
Which AI engines do the wins and pitches cover?
They draw on the up to 10 engines, depending on your plan: ChatGPT, Perplexity, Claude, Google AI Overviews, Google AI Mode, Gemini, Microsoft Copilot, Grok, DeepSeek and Meta AI.
How is this different from Peec or AthenaHQ agency tools?
Peec and AthenaHQ offer good pitch and multi-client workspaces. Proofsource adds a formal review step: sign-off on pitches with a timeline, and every weekly client win held for review before release.
Can we change who signs off?
Yes. Sign-off settings set who must approve a pitch before it goes out.
Keep exploring
Try it on your own brand.
Proofsource is live: scan your brand and see agency approval workflow at work with your own answers, competitors and sources.
Google AI OverviewsGoogle AI Mode