Approval process vs workflow: What’s the difference? Explained
At a glance
The terms 'approval process' and 'workflow' are often used interchangeably, but they describe different things. An approval process is a single sequence of actions for a specific decision, while a workflow is the larger framework that organizes processes across a business. This article breaks down their differences, clears up common misconceptions, and shows how Moxo empowers organizations to manage both internal approvals and external collaboration efficiently.
What is an approval process
An approval process is a structured path a request follows to receive authorization. It focuses on a single outcome: whether something is accepted or rejected.
Definition and example
An approval process is:
- A set of steps for routing a request.
- A defined group of approvers who sign off.
- A specific outcome: approval, rejection, or return for changes.
For example, consider a marketing team creating a new campaign asset. The approval process might include:
- Designer submits artwork.
- Marketing manager reviews for brand alignment.
- Legal reviews for compliance.
- Director approves final release.
The process begins with submission and ends with a clear decision.
What is a workflow
A workflow is a broader system. It encompasses multiple processes, not just approvals, to manage how work flows through an organization.
Broader scope
A workflow may include:
- Intake – capturing requests.
- Reviews – approvals, edits, or verifications.
- Execution – carrying out tasks once approved.
- Tracking – dashboards, KPIs, and reporting.
- Archival – storing records for compliance.
Using the same marketing example, the workflow covers request intake, design drafts, approvals, edits, publishing, and archiving. The approval process is only one piece of this larger workflow.
Approval process vs workflow: Key differences explained
Moxo unifies both by letting teams design granular approval processes within workflows that span across departments and even external stakeholders.
Why the distinction matters
Confusing processes with workflows leads to problems:
Overcomplication – adding workflow steps to what should be a simple approval.
Under-design – treating workflows like single processes, missing visibility and scalability.
Compliance risk – approvals may be tracked, but full workflows lack audit trails.
Understanding the difference ensures organizations design systems that balance efficiency with accountability.
Common misconceptions
Misconception 1: They are the same thing
In casual conversation, people mix up the terms. But while related, they are not interchangeable.
Misconception 2: Workflows only matter for large companies
Small businesses also need workflows. Even if fewer people are involved, structure prevents confusion and keeps tasks on schedule.
Misconception 3: Approvals can always be handled by email
Email threads quickly break down in multi-approver situations. Without visibility, requests stall and audit trails vanish.
Misconception 4: Software handles it all automatically
Tools can structure workflows, but they still require human clarity in thresholds, rules, and accountability.
How Moxo supports both
Moxo bridges the gap between processes and workflows. It handles the precision of approval paths and the breadth of workflow orchestration.
Internal approvals
Moxo digitizes approval processes with:
- Defined thresholds (who signs off and when).
- SLA-driven escalations to prevent delays.
- Audit logs that record every action.
External approvals
With magic links, vendors, clients, or partners can securely approve requests without new accounts. Every interaction is captured, keeping the workflow intact across organizational boundaries.
Workflow orchestration
Beyond approvals, Moxo supports:
- Intake through branded portals.
- Tracking with dashboards and KPIs.
- Document management, version control, and e-signatures.
- Archival for compliance readiness.
Conclusion
An approval process is a sequence of steps that result in a decision. A workflow is the bigger picture, ensuring work moves from intake to completion. While processes focus on decisions, workflows provide visibility, accountability, and scalability.
Organizations that understand the distinction can design learner approval processes within broader workflows that support business growth. With Moxo, both internal approvals and cross-company workflows become seamless, compliant, and efficient.
The next time someone uses the terms interchangeably, you’ll know the difference — and why it matters. Book a demo with Moxo and experience the difference today.
FAQs
What is the difference between an approval process and a workflow?
An approval process is a structured path for decisions; a workflow covers the broader set of tasks and tracking.
Can workflows exist without approvals?
Yes. Not every workflow needs approvals — for example, onboarding tasks may only require notifications and completions.
Why is it risky to confuse them?
Confusing them can lead to overcomplicated processes or under-designed workflows, both of which cause bottlenecks.
Does Moxo support both processes and workflows?
Yes. Moxo allows detailed approval processes within larger workflows that handle intake, tracking, and external collaboration.
When should businesses upgrade from processes to workflows?
When approvals become frequent, multi-party, or compliance-heavy, workflows provide the structure and visibility needed.
