ApprovalRail
ApprovalRail is a web-based service for routing PTO, expense, software access, hardware, and other business approval requests.
What ApprovalRail is
ApprovalRail is a web-based service for routing PTO, expense, software access, hardware, and other business approval requests. No-code templates provide customizable fields and approver rules. Requests can go to team managers, named users, or managers in another team, and required approvers can be notified in parallel. ApprovalRail logs requests, comments, decisions, status changes, and role changes, with audit-history retention depending on the plan. Users can control six types of email notifications, including request updates, decisions, and comment mentions. The Free plan supports up to 6 users and retains an audit trail for 30 days. Plus costs $0.99 a month billed per user and includes a 1-year audit trail. Advanced costs $1.99 a month billed per user and includes unlimited audit history and webhooks for advanced integrations. Those webhooks cover six request and approval events and can support Slack notifications, Linear issue creation, or custom systems. ApprovalRail says native two-way Linear sync is not built in. It is intended for structured business approvals, rather than as a helpdesk or project-tracking replacement.
Good
- The Free plan supports up to 6 users.
- Templates include customizable fields and approver rules.
- Required approvers can be notified in parallel.
- Advanced includes webhooks for six request and approval events.
Watch out
- Free plan audit history lasts 30 days.
- Native two-way Linear sync is not built in.
- Audit-history retention depends on the plan.
Who it suits
ApprovalRail suits teams that need structured workflows for PTO, expenses, access, hardware, or custom requests. It is not intended to replace a helpdesk or project-tracking tool.
Verdict
ApprovalRail organizes business requests with configurable routing and an audit trail whose retention varies by plan. Teams needing Linear integration should note that the service offers webhook-based or manual handoff rather than native two-way sync.
Plans and prices
From ApprovalRail's own pricing page, checked 4 Oct 2026.
| Plan | Price | What it gives you |
|---|---|---|
| Free | Free | Up to 6 users · 30-day audit trail · All core templates and fields · Email notifications · Low priority support · Forever |
| Plus | $0.99 a month | Unlimited users · 1-year audit trail · High priority support · Everything in Free · per user / month |
| Advanced | $1.99 a month | Unlimited users · Unlimited audit history · Webhooks and advanced integrations · Dedicated account manager · Everything in Plus · per user / month |
| Plus | $9.86 a year | Unlimited users · 1-year audit trail · High priority support · Everything in Free · per user / year; save 17% |
| Advanced | $19.82 a year | Unlimited users · Unlimited audit history · Webhooks and advanced integrations · Dedicated account manager · Everything in Plus · per user / year; save 17% |
The facts
Each one read from ApprovalRail's own pages, with the date it was checked.
What it does
- Audit trail
- The service logs requests, comments, approval decisions, status changes, and role changes, with retention depending on plan.checked 4 Oct 2026
- Cookies
- ApprovalRail says it uses only essential cookies for authentication and core functionality, with no analytics, marketing, or tracking cookies.checked 4 Oct 2026
- Data location
- ApprovalRail says it prioritizes providers that store and process data in the EU, while some third-party services may process data outside the EU/EEA, including in the United States.checked 4 Oct 2026
- Integrations
- Advanced plan webhooks cover six request and approval events and can be used for Slack notifications, Linear issue creation, or custom systems.checked 4 Oct 2026
- Intended use
- ApprovalRail describes itself as a tool for structured business approvals rather than a helpdesk or project-tracking replacement.checked 4 Oct 2026
- Linear limitation
- Native two-way Linear sync is not built; the help page describes webhook-based or manual handoff instead.checked 4 Oct 2026
- Notifications
- Users can control six types of email notifications, including request updates, decisions, and comment mentions.checked 4 Oct 2026
- Purpose
- ApprovalRail helps teams manage PTO, expense, access, and other approval requests in one workflow.checked 4 Oct 2026
- Routing
- Approvals can route to team managers, named users, or managers of another team, with required approvers notified in parallel.checked 4 Oct 2026
- Security
- The privacy policy lists AES-256-GCM encryption for sensitive data, session-managed authentication, role-based access controls, and regular security reviews and updates.checked 4 Oct 2026
- Support
- The Help Center provides step-by-step guidance and lists email support at [email protected].checked 4 Oct 2026
- Templates
- Its no-code templates include PTO, expense reimbursement, software access, hardware, and custom requests, with customizable fields and approver rules.checked 4 Oct 2026
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