How to Handle the ‘We Have a Strict Approval Process’ Sales Objection

When a prospect says, “We have a strict approval process,” they’re not saying no—they’re saying, “This will take time, and we need to follow the right steps.”

What they’re really thinking:

• This decision is out of my hands, and I need to follow our company’s process.
• We’ve had bad experiences before, so leadership is cautious.
• Even if we want this, we have to justify it and get buy-in.
• This might take longer than usual, and we can’t rush it.

Strict approval processes are common in large companies, regulated industries, or organizations with procurement, compliance, and legal checks. Your role is to help them navigate the process smoothly, remove friction, and ensure the deal doesn’t lose momentum.

How to Respond in a Supportive, Trust-Building Way

1. Acknowledge & Validate—Approval Processes Are Important

Instead of pushing back, acknowledge that a structured process is normal and necessary.

Example:
"That makes complete sense! Many organizations have strict approval processes to make sure they’re making the right investment. I’d love to understand more—what does your process typically look like?"

GPT Prompt:

Generate a response that acknowledges the approval process while inviting the prospect to share more about it.

2. Ask About the Specific Steps & Timeline

Not all approval processes are the same. Find out what’s involved, how long it takes, and what potential roadblocks exist.

Example:
"Every company’s approval process is a little different. Could you walk me through the steps your team follows? That way, we can make sure we’re providing the right information at the right time."

GPT Prompt:

Create a response that uncovers the specific steps and timeline in the approval process.

3. Identify the Key Decision-Makers & Stakeholders

Strict approval processes often involve multiple teams—finance, legal, IT, procurement, leadership. Ask who will be reviewing the decision.

Example:
"Who are the key stakeholders involved in the approval process? Do finance, procurement, or IT need to review this as well?"

GPT Prompt:

Generate a response that helps identify the key decision-makers involved in an approval process.

4. Provide Documentation to Support the Approval Process

Strict approval processes often require detailed documentation, compliance reports, and business cases. Offer to provide what they need upfront.

Example:
"Would it help if I put together a package with all the necessary information—like pricing details, security compliance, and ROI data—so you have everything ready for your approval team?"

GPT Prompt:

Create a response that offers decision-support documents to streamline the approval process.

5. Offer to Address Concerns Before Submission

Instead of waiting for the process to play out, be proactive in addressing potential concerns ahead of time.

Example:
"From your experience, what are the biggest concerns that come up during approvals? If we can address those early, it might make the process smoother."

GPT Prompt:

Generate a response that uncovers potential approval concerns and offers to address them upfront.

6. Share Social Proof—How Other Companies Navigated Approval Successfully

If they’re worried about delays or pushback, show them how similar companies successfully moved through their approval process.

Example:
"We worked with [Company X], and they also had a strict approval process. They were able to move forward quickly by focusing on [ROI, risk mitigation, efficiency gains]. Would you like me to share their experience?"

GPT Prompt:

Craft a response that shares a real-world success story of a company overcoming a strict approval process.

7. Lock in a Timeline & Next Steps

Strict approval processes can drag on without a clear timeline. Ensure there’s a next step to keep things moving.

Example:
"That makes sense! When do you expect to submit this for approval? I’d love to check in afterward to see if any questions come up—does [specific date] work for a follow-up?"

GPT Prompt:

Generate a response that ensures a follow-up after the approval process starts.

8. Keep the Door Open—Offer Ongoing Support

If approvals take time, reassure them that you’re available to help at any stage.

Example:
"I completely understand that this process takes time. If your team needs any additional details, case studies, or pricing adjustments, just let me know—I’m happy to support however I can."

GPT Prompt:

Create a response that keeps the conversation warm for future engagement.

Cheat Sheet for Handling ‘We Have a Strict Approval Process’

Final Thoughts

When a prospect says, “We have a strict approval process,” they’re not rejecting you—they’re just following internal procedures. The best approach is to:

• Acknowledge that strict approval processes are common
• Ask about the specific steps and expected timeline
• Identify the key decision-makers and stakeholders
• Provide all necessary documentation upfront to prevent delays
• Uncover potential objections and address them early
• Use social proof to show how others successfully moved through approvals
• Lock in a clear follow-up date so the deal doesn’t lose momentum
• Keep the conversation open and supportive

At the end of the day, strict approval processes don’t mean no—they just mean more steps. Your role is to help them navigate those steps efficiently.

How DocketAI Can Help

DocketAI helps sales teams navigate complex approval processes by providing pre-built compliance documents, ROI-driven business cases, and strategic insights—so when a prospect says, “We have a strict approval process,” you have everything you need to keep the deal moving.

🎯 See how it works—Book a demo today!