Less email, more feedback: the power of proofing and approval software

In today’s fast-paced creative and marketing environments, time is more than money—it’s competitive edge. But too often, projects stall in the final, frustrating stages: the review and approval process. If you've ever spent days chasing feedback across scattered email threads, struggled with conflicting comments, or lost track of the “final” version of a file, you’re not alone.

Enter proofing and approval software—the game-changing solution that helps teams cut approval times in half, while improving accuracy and accountability.

The Time Sink in Traditional Approval Workflows

Approval delays often have little to do with the quality of work and everything to do with process inefficiencies. Consider these common bottlenecks:

• Scattered feedback via emails, chats, and PDFs

• Version control chaos, leading to confusion over which file is current

• Unclear responsibilities or approval hierarchy

• Manual tracking of changes, deadlines, and status

These pain points don’t just slow down workflows—they increase the risk of costly errors, especially in industries like consumer goods, where packaging and product launches are tightly scheduled.

How Proofing and Approval Software Speeds Things Up

Proofing and approval software centralizes and simplifies the review process, eliminating unnecessary back-and-forth and manual oversight. Here’s how it transforms timelines:

1. Real-Time, Centralized Feedback

Instead of combing through endless email chains, reviewers can leave clear, contextual comments directly on creative assets—whether it’s a design, video, or document. Everyone sees the same file, and all input is consolidated in one place.

2. Fewer Versions, Less Confusion

With built-in version control, reviewers can compare revisions side-by-side and always work on the latest file. No more wondering whether “final_v3_final_FINAL” is actually the right one.

3. Automated Workflows & Notifications

You can create custom workflows that automatically route files to the next approver, with deadline reminders and notifications built in. This eliminates guesswork and ensures timely action from stakeholders.

4. Role-Based Approvals

Not every reviewer has the same authority or responsibility. Software like Cway allows you to define roles and assign approval checkpoints, streamlining accountability and avoiding redundant reviews.

5. Built-in Audit Trails

Need to track who approved what and when? No problem. With digital audit logs, teams gain full visibility, which is critical for compliance and cross-functional alignment.

Why Cway Software?

At Cway, we understand the unique demands of marketing and creative operations—especially in fast-moving consumer goods (FMCG) and retail sectors. Our platform combines proofing and approval software with digital asset management and workflow automation to give teams full control from concept to launch.

You get:

• A centralized hub for all assets and feedback

• Tools to manage compliance, traceability, and multiple versions

• Seamless collaboration with external partners or agencies

Real-World Example: Fria Bröd Cuts Approval Times and Avoids Costly Errors

Fria Bröd, a major food company with operations across Europe, faced common challenges before adopting Cway’s proofing and approval software. Their teams relied heavily on emails and PDFs to manage artwork and packaging approvals. This led to version confusion, delays, and mistakes that were costly both in time and resources.

The Challenge:

“We used to send PDFs back and forth via email. It was difficult to keep track of versions and who had approved what. Mistakes happened easily, and it took a lot more time to get things done.”
— Sofia Wallsten, Product Manager at Fria Bröd

The Transformation:

By integrating Cway into daily workflows, Fria Bröd now:

• Centralizes all artwork assets and approvals

• Allows departments like Marketing, Legal, and R&D to access the same version in real time

• Uses features like the blink tool and measurement tool to speed up and improve proofing accuracy

The Result:

“We save so much time now. Proofing used to be a long process with emails and PDFs going back and forth.”
— Sofia Wallsten

Thanks to Cway’s centralized feedback system, automated version control, and role-based access, Sofia and her team drastically reduced the time it takes to approve packaging materials and eliminated the chaos of scattered communication.

Conclusion: A Smarter Way to Work

Every day spent chasing approvals is a day lost in production momentum. With the right proofing and approval software, teams can eliminate friction, increase transparency, and reclaim valuable time. Whether you're scaling up or simply trying to work smarter, now is the time to rethink your review process.

Explore how Cway can help you cut your approval time in half—without compromising on quality.