Approval Studio

Approval Studio is a proofing and workflow tool for teams coordinating feedback on design assets, video, and web pages. It suits creative groups that need structured review with guest participation; the fixed-price tiers make storage and upload permissions key choices.

Overview

The service combines asset feedback with project tracking: reviewers can annotate files, compare versions in four modes, add attachments to comments, and follow work through Kanban stages, notifications, and project history. Time-coded comments and guest reviewers make it practical to gather input beyond the core team. PDF reports and workflow automation extend its reach beyond individual review sessions.

Integrations span Slack, Shopify, Zapier, Adobe Creative Cloud, Figma, Dropbox, Microsoft Teams, REST API, GraphQL API, and an MCP server. Sign-in supports internal accounts, Google, and OKTA single sign-on. Approval Studio says it stores data in controlled facilities in the Netherlands and follows ISO/IEC 27001:2013 practices; confidential data is encrypted in transit and payments comply with PCI DSS. It also says backups are encrypted, stored on separate servers, and selectively checked for integrity monthly.

Key features

Four-mode comparison and file versioning help teams distinguish successive drafts, while attachments and time-coded comments keep supporting material and video feedback tied to the review. Reviewing both video and web pages alongside graphic files suits mixed creative work, though the product is not positioned around NLE integrations.

Kanban stages, project history, notifications, reports, and automation provide a useful process layer for teams managing multiple approvals. The mobile apps for iOS and Android support project management, artwork review, workflows, push notifications, and cross-device syncing, so reviewers can stay involved away from a desktop.

The free Adobe Creative Cloud extension works with Photoshop, Illustrator, and InDesign 2020 or later on macOS and Windows. It requires a Pro or Enterprise account and a stable internet connection, so Lite subscribers cannot use it despite the extension itself being free.

Pricing

Lite costs $60 a month, billed $60 per month. It starts at five users and includes 5 GB of storage, unlimited projects, unlimited external reviewers, and a 14-day free trial. External uploads are unavailable, a consequential restriction for teams receiving client files through the workflow.

Pro costs $160 a month, billed $160 per month. It keeps the five-user minimum and 5 GB storage, while adding unlimited external uploads and 24/7 live chat. This is the more practical entry point for teams that need outside contributors to submit files, but the storage allowance remains the same as Lite.

Pro XL costs $300 a month, billed $300 per month, and requires at least 15 users. Its 30 GB storage, unlimited projects, external reviewers, and external uploads suit larger teams with heavier file needs; 24/7 live chat is included. Enterprise has custom pricing, supports up to unlimited users and unlimited projects and external reviews, and includes custom online training and webinars. Its trial lasts one month after training, rather than the 14 days offered on the other plans.

There is no free plan. Lite, Pro, and Pro XL include 14-day trials, giving teams a chance to assess fit before committing to a paid tier. Support terms vary: Lite and Pro list email support, Pro XL adds 24/7 live chat, and Enterprise provides a dedicated phone line.

Platforms

Approval Studio supports Android, iOS, macOS, Windows, web, an API, and an extension. The mobile apps cover review and project workflows; the Adobe extension has the separate Pro or Enterprise account and internet requirements noted above.

Who it's for

Creative teams, freelancers, agencies, and small or medium businesses can use the combination of proofing and project workflow tools to coordinate approvals. Larger organizations may value Enterprise's unlimited-user option and training. Buyers with limited budgets, modest review needs, or strict storage requirements should compare the paid entry point and 5 GB caps against their workload before choosing.

Pros and cons

Pros: Four-mode comparison, time-coded comments, file attachments, guest reviewers, and video and web review cover varied feedback needs in one workflow.

Pros: Mobile apps include review, project management, notifications, and syncing, extending participation beyond desktop users.

Cons: Lite costs $60 a month and blocks external uploads, so it is a poor fit when clients need to submit files.

Cons: Pro also has only 5 GB storage; the 30 GB tier starts at 15 users and costs $300 a month.

Cons: The Adobe extension requires Pro or Enterprise, limiting its usefulness to lower-tier subscribers.

Alternatives

Ziflow is worth considering for teams seeking a free starting tier: its Free plan allows unlimited proofs and reviewers but caps use at two users, 2 GB storage, one workflow stage, and 60 days of review history.

Artwork Flow offers a free tier for three users, unlimited guest reviewers, 2 GB storage, and 20 creative reviews per month; it may suit teams whose review volume fits that cap.

Ashore has a free forever tier for one user, 30 files per month, and 1 GB storage, making it an option for an individual with light throughput.

StreamWork has a free plan for two users, 2 GB storage, one workspace, and one project, with unlimited proof links and free reviewers; it fits a small team that can work within those project limits.

Filestage provides a free tier with one active project, five new files per month, two reviewer groups, ten team members, and 2 GB storage, a possible fit for occasional, tightly bounded reviews.

MediaBeacon is an alternative with cloud or on-premise deployment.

Notism is another alternative to compare.

ReviewStudio offers a free Starter plan with unlimited users and guests, three active reviews, and 5 GB total storage; it may suit teams that prioritize a free review workflow over Approval Studio's broader stated project-management features.

For category comparisons, see Design Proofing Software, Online Proofing Software, and Video Review Software.

Verdict

Approval Studio is a strong fit for creative teams that need structured, multi-format approvals, guest feedback, and mobile participation in one system. Choose it when those workflow capabilities justify a paid plan; look elsewhere if you need a free tier, more than 5 GB without moving to a 15-user plan, or external uploads at the lowest price.