Agency sign-off room, on the exact version
Proofsource gives agencies one approval workflow for everything that leaves the building: pitches, follow-ups, proposals and each client's first digest and weekly win. In the sign-off room, everyone named approves the exact version, automatic checks run first, stand-ins cover absences, and anyone can ask for a change. An approvals queue lists what waits, oldest first, and the morning review works on a phone.
| Person | Version | Status |
|---|---|---|
| Priya (owner) | v3 | Approved |
| Sam (stand-in for Ana) | v3 | Waiting |
Written by Ana, waiting 3 hours.
Agency sign-off room, in short
The facts, ready to quote.
- What needs OK
- Pitches, follow-ups, proposals, each client's first digest and weekly win
- Exact version
- Approvals attach to one version; a change resets them
- Checks
- Automatic checks run first and collapse to one line when they pass
- People
- Named approvers, stand-ins, and who wrote a piece and how long it has waited
- Queue
- Approvals tab, oldest first, with approve or ask for a change in place
- Mobile
- The morning review works on a phone
What is a client approval workflow for agencies?
An approval workflow is the set of rules for who must say yes before something reaches a client or a prospect. Agencies need one because their name is on every email, report and proposal, and a wrong number in front of a client is expensive.
Most teams approve over chat or email threads, which leaves two problems: nobody is sure which version was approved, and items wait without anyone noticing. A good workflow ties each approval to an exact version, runs the easy checks automatically, shows what is waiting and for how long, and makes the next approver obvious.
Proofsource builds that into the agency workspace. Every pitch, follow-up and proposal goes through a review room with named approvers and stand-ins. Automatic checks run first. Each client's first digest and first weekly win need the agency's OK before they go out. A coach line says what review waits for, with at most one main button, and the approvals tab lists everything waiting, oldest first.
How it works
A sign-off room where everyone named approves the exact version of a pitch, proposal or client digest, with checks and an approvals queue.
Draft
A pitch, follow-up, proposal or client digest is drafted and sent for sign-off.
Checks run
Automatic checks run on the draft and fold into one line when they pass.
Named people approve
Each approver signs the exact version, or asks for a change. Stand-ins cover absences.
Nothing waits unseen
Waiting words show who wrote it and how long it has waited; a sweep lists what is stuck.
Send or hold
Once approved it sends, or you hold it or send now, with a timeline of each step.
See it in the product
Screens from the Proofsource app, drawn with sample data for an example brand.
| Item | Client or prospect | Waiting |
|---|---|---|
| Proposal | Harbor Legal | 2 days |
| First weekly win | Driffle | 1 day |
| Day 3 follow-up | Lumen Labs | 5 hours |
| Pitch v3 | Driffle | 3 hours |
Driffle weekly win: named in 9 of 24 answers, up from 4. Ready to send to Driffle in your name.
Every capability, live today
12 shipped capabilities behind agency sign-off room, each in the product now.
Sign-off room
Everyone named approves the exact version; checks collapse to one line; anyone can ask for a change.
Review rules
Approvers, stand-ins, decisions on the exact version, automatic checks and review copies.
Review room timeline
Sign-off, hold, send now and a timeline of every step for each pitch.
Review sweep
Pitches are reviewed in a sweep before they go out, so none slip through.
Waiting words
Shows who wrote a piece and how long it has waited.
Sign-off coach line
One sentence on what review waits for, with at most one main button.
Approvals tab
Pitches, follow-ups and proposals waiting for your OK, oldest first.
Approve in place
Approve or ask for a change right in the queue.
First digest approval
The agency approves each client's first digest before it goes out.
Weekly win approvals
The agency approves each client's first weekly win and every one after it, so every result is checked before it reaches the client.
Phone approvals
A phone view of the morning review for approving on the go.
Pitches waiting on sign-off
See every pitch waiting on someone's OK and get pointed to the next step.
Who it is for
Protect the agency's name
Nothing reaches a client or prospect without the right person's OK.
Clear the queue each morning
Approve weekly wins and follow-ups from a phone before the day starts.
Know where your draft is
See who it waits on and for how long, without chasing.
Why it matters
Exact versions
The approved version is the version that is sent.
Fewer slips
Automatic checks catch missing footers, broken links and double pitches.
Faster turns
The queue is sorted oldest first, and waiting time is visible.
Approve anywhere
The morning review works on a phone.
Google AI OverviewsGoogle AI Mode
Agency sign-off room: Proofsource and other tools
AI visibility tools handle team access in different ways; here is what each lists publicly about review and approval.
| Capability | Proofsource | AthenaHQ | Profound | Scrunch | Peec AI |
|---|---|---|---|---|---|
| Review before publishing | YesNamed approvers sign the exact version | RelatedOn-brand assets reviewed before publishingSource | Not listed | Not listed | Not listed |
| Role-based access | YesRoles decide who can approve | YesUnlimited seats with rolesSource | YesRole-based access and SCIM provisioningSource | YesRole-based accessSource | YesMembers view with role-based accessSource |
| Agency approves client digests | YesFirst digest and weekly wins approved before sending | Not listed | Not listed | Not listed | Not listed |
| Pitch workspaces for prospects | YesEvery pitch goes through the sign-off room before it goes out | YesPre-built agency workspaces with AI search insights for proposalsSource | Not listed | RelatedUnified workspace for multiple clients with prefilled dashboardsSource | YesFree 7-day prospect workspaces, converts to client projectSource |
| Multi-client management | YesMany client brands under one agency, each digest approved first | YesAgency page: many brands in one platform with team permissionsSource | RelatedDocumented organization settingsSource | RelatedMultiple brands in one deploymentSource | YesIsolated project per client; unlimited client workspacesSource |
| Audit trail | YesA timeline of every step for each pitch | RelatedEnterprise onlySource | Not listed | Not listed | Not listed |
Where each of them shines
AthenaHQ builds on-brand content that is reviewed before publishing, with roles on its plans.
Profound offers role-based access with SCIM provisioning for large teams. Compare in full
Scrunch provides role-based access and one workspace across many clients. Compare in full
Peec AI has a company-wide members view with role-based access. Compare in full
Questions about agency sign-off room
What needs approval in Proofsource for agencies?
Pitches, follow-ups and proposals go through sign-off, and each client's first digest and weekly win need the agency's approval before they go out.
What does approving the exact version mean?
An approval is tied to one version. If the text changes, it becomes a new version and needs approval again.
What checks run automatically?
Checks run on each draft before people review it, and collapse to one line when they all pass.
What if an approver is away?
A stand-in can approve in their place.
Can I approve from my phone?
Yes. The morning review has a phone view for approving or asking for a change.
Can I hold a pitch or send it now?
Yes. The review room has hold and send now, with a timeline of every step.
Why does the agency approve a client's weekly win?
So every result a client sees in your name has been checked by your team first.
Which AI engines does Proofsource track?
Proofsource tracks up to 10 AI engines, depending on your plan: ChatGPT, Perplexity, Claude, Google AI Overviews, Google AI Mode, Gemini, Microsoft Copilot, Grok, DeepSeek and Meta AI. The free scan and free trial run four of them: ChatGPT, Perplexity, Claude and Google AI Overviews.
Keep exploring
Try it on your own brand.
Proofsource is live: scan your brand and see agency sign-off room at work with your own answers, competitors and sources.
Google AI OverviewsGoogle AI Mode