For marketers working in banking, insurance, or financial services, delivering a campaign isn’t just about creative ideas and smart messaging — it’s about getting every piece of content signed off by the right people, often across multiple organisations.
And that’s where the real challenge begins.
When you’re managing a campaign that involves external partners — underwriters, brokers, joint ventures or creative agencies — the approval process can quickly become a bottleneck. Each organisation has its own compliance rules, priorities, and timelines, leaving your team stuck in endless rounds of feedback, version confusion, and compliance risks. Effective compliance efforts are essential to manage these complexities and ensure adherence to applicable regulations and regulatory requirements.
In regulated industries, these delays and miscommunications don’t just waste time — they can expose your business to serious risk.
Why Cross-Organisation Approvals Are So Complex (and Costly)
It’s common for marketers in financial services to collaborate with external stakeholders on marketing campaigns. Whether it’s a broker co-promotion, an underwriter needing to approve policy language, or a creative agency developing campaign assets, you’re often relying on people outside your organisation to approve your work.
But most marketing teams aren’t set up to manage these cross-organisation approvals effectively. Effective compliance management is crucial in these scenarios to ensure all regulatory requirements are met.
Here’s what typically happens:
- You create a campaign in collaboration with an insurance underwriter or banking partner.
- You brief your creative team or agency.
- Internally, you have an established approval process.
- But when it’s time to send the campaign materials to external partners, it gets messy.
Approvals start coming back via email, with comments on PDFs, tracked Word docs, or in confusing feedback threads. Different stakeholders provide conflicting feedback. Turnaround times blow out. Nobody knows which version is the latest.
All the while, your team is stuck managing the chaos — chasing people for sign-off, reconciling feedback, and worrying about compliance obligations.
The Compliance Risks of Poor Cross-Organisation Approvals
In regulated industries like banking and insurance, this kind of disjointed process isn’t just inefficient — it’s risky.
You’re responsible for ensuring that every piece of marketing content:
- Meets regulatory requirements
- Uses accurate, up-to-date product information
- Has been approved by the right stakeholders
- Is consistent with brand and partner guidelines
When approvals happen across informal channels — emails, spreadsheets, shared drives — it becomes almost impossible to maintain a clear audit trail or demonstrate compliance if regulators ask. Utilizing compliance software can enhance automation, compliance processes, enhance security, and aid in accurate reporting, ultimately helping organizations to meet their compliance obligations efficiently while avoiding penalties.
A weak compliance strategy can lead to one missed approval, or one incorrect asset sent to market, resulting in:
- Regulatory penalties
- Brand damage
- Loss of customer trust
- Significant remediation costs
The Hidden Business Costs
Beyond compliance risk, inefficient cross-organisation approval workflows cost your business in other ways:
- Slower campaign delivery — Delays waiting for approvals from external partners
- Increased admin burden — Teams wasting hours chasing feedback
- Confusion and frustration — Stakeholders unclear on their responsibilities
- Lost productivity — Marketing teams spending more time managing approvals than delivering campaigns
For marketers, this is a hidden but significant operational cost.
How Admation Simplifies Cross-Organisation Approvals
That’s why Admation’s marketing project management software was built — to help marketing teams manage creative projects, streamline approvals, and enhance risk management, even when they involve multiple organisations.
With Admation, you can manage creative projects, simplify cross-organisation collaboration, and ensure marketing compliance — all in one secure platform. Admation also ensures regulatory compliance, maintaining adherence to various laws and standards governing SaaS marketing practices.
Key Features That Make Cross-Organisation Approvals Simple for Compliance Management
✅ One Central Approval Platform Bring all your internal and external stakeholders together in one place. No more email threads, spreadsheets, or version chaos.
✅ Controlled Access for External Partners Easily and securely add approved external organisations and users to your projects without compromising your internal systems.
✅ Customisable Approval Workflows Create structured approval workflows that clearly define roles, steps, and turnaround times for every stakeholder — including brokers, underwriters, legal teams, and agencies — as part of a comprehensive compliance strategy.
✅ Real-Time Feedback & CollaborationStakeholders can review, comment, and approve creative assets in one place, with complete transparency.
✅ Automated Audit TrailEvery action, comment and approval is automatically logged, so you always have a clear, compliant approval record. This helps in minimising compliance risks by ensuring all processes are documented and traceable.
✅ Faster Time to MarketBy removing bottlenecks and confusion, your campaigns move faster — without compromising compliance or quality.
Setting Up Cross-Organisation Approvals in Admation SaaS Compliance Software
Implementing cross-organisation approvals with Admation is straightforward and secure:
- Formal Approval SetupBoth organisations formally agree to collaborate on Admation’s platform, overseen by the Simple Admation Team for compliance management.
- Workflow DesignDefine an approval workflow that includes each stakeholder, approval level, and SLA for turnaround. Ensure that the workflow addresses all compliance obligations to meet regulatory requirements efficiently.
- Role Assignments Assign clear roles and responsibilities across internal and external stakeholders.
- Training & OnboardingProvide joint training sessions so every user understands how to use the platform.
- Workflow TestingTest the approval process using Admation’s training instance to ensure version control and clarity.
- Implementation & MonitoringLaunch the workflow and monitor it for bottlenecks and improvement opportunities.
What You Unlock with Admation’s Cross-Organisation Functionality
Once configured, Admation enables several powerful features to support cross-organisation approvals:
- Add External Organisations to ProjectsSeamlessly bring external partners into your project workspace. Additionally, leverage compliance software to automate compliance processes and enhance security.
- Create External User GroupsForm dedicated user groups that include external stakeholders as part of your compliance strategy.
- Share Internal Reviewer GroupsShare your internal approval teams with related organisations.
- Include External Approvers in TemplatesAdd external approvers at specific workflow stages for transparency and clarity.
Best Practices for Cross-Organisation Approvals and Risk Management
To get the best results, we recommend these best practices:
- Define Roles & Responsibilities EarlyMake sure everyone knows who needs to review, approve, or provide feedback.
- Use Visual Workflow MapsProvide clear, visual process maps so every stakeholder understands the steps. Regular risk assessments should be conducted to ensure compliance and identify vulnerabilities.
- Agree on SLAsSet clear expectations around turnaround times to avoid unnecessary delays.
- Provide Reviewer ChecklistsHelp external partners focus on key compliance and accuracy checks.
- Secure Internal Approvals FirstGet internal sign-off before moving to external partners to avoid conflicting feedback.
- Review & ImproveHold regular workshops to review your cross-organisation workflows and improve them over time, incorporating effective risk management practices.
Real-World Example: How Leading Brands Simplify Approvals
Woolworths Everyday Insurance is one example of a financial services brand that has simplified their complex approval processes with Admation. Working across multiple partners, underwriters and creative teams, they use Admation to bring every stakeholder together in one secure workflow — reducing compliance risk, improving visibility, and accelerating time-to-market. SaaS companies face similar challenges and benefit from such streamlined solutions.
SaaS compliance is crucial for many organisations. BUPA, Bendigo Bank, NIB, and Great Southern Bank are among the leading organisations using Admation to manage creative projects, streamline marketing approvals, and ensure compliance.
Why It Matters
In regulated industries, marketing compliance isn’t optional. But it shouldn’t slow your campaigns down either.
If your team is wasting hours managing feedback across partners and struggling to stay compliant, there’s a better way. Compliance software can automate compliance processes, enhance security, and aid in accurate reporting, helping your organisation meet its compliance obligations efficiently while avoiding penalties.
Admation’s marketing project management software gives you full control over cross-organisation approvals and supports your compliance strategy.You can manage creative projects, simplify your creative workflow, and meet marketing compliance requirements — all while collaborating seamlessly with external partners.
Take Control of Your Marketing Approvals
Discover how leading financial services and insurance brands are using Admation to manage cross-organisation approvals, improve compliance, and deliver campaigns faster.
Explore Admation’s platform today and see how it can transform the way you manage creative projects, marketing approvals, and compliance. Admation also offers robust saas compliance software that assists in automating tasks, enhancing security, and providing accurate reporting.
Discover how leading financial services and insurance brands are using Admation to manage cross-organisation approvals, navigate compliance standards, and deliver campaigns faster.
