This Happens All The Time
Approval delays are one of the most frustrating freelance problems — and clients rarely admit they caused them.
of freelancers report that clients blame them for delays caused by late approvals
average client approval delay per deliverable milestone
of freelancers lose payment or future work due to approval-related timeline disputes
The Typical Approval Delay Disaster
You finish the design mockups and email them to the client. Subject: "Design Mockups Ready for Approval." You're 2 days ahead of the agreed deadline. You feel good.
No response. You follow up on March 10. Still nothing. You follow up again on March 15. Client replies: "Sorry, been busy. Will look this week."
Client sends feedback. "A few changes needed." You make the revisions. Now the overall project timeline is pushed by 2 weeks.
Client: "Why is this project running late? We had a deadline of March 20." You explain they took 2 weeks to approve. Client: "I don't remember it taking that long. I think I responded within a few days."
Without proof of when they viewed your email or when you sent it, you can't prove anything.
What Approval Delays Actually Cost You
Direct Costs
- •Being blamed for delays you didn't cause
- •Delayed payment (invoices tied to milestone approvals)
- •Project extensions cutting into other paid work
- •Damaged reputation ("freelancer is slow")
Hidden Costs
- •Time spent chasing approvals (unpaid follow-up work)
- •Context switching cost from extended timelines
- •Anxiety about whether client will approve
- •Risk of losing future work if blamed for timeline issues
Why Email Doesn't Solve This
| Need | ClearTimeline | |
|---|---|---|
| Prove when you sent deliverable | Email timestamp (can be questioned) | Immutable system timestamp |
| Prove client received it | No proof | View tracking with timestamp |
| Track how long client took | Manual calculation | Automatic time tracking |
| Show evidence to client | Forward email threads | Clean timeline export |
How ClearTimeline Tracks Approvals
Send approval requests. Track when clients view them. Prove exactly who caused delays.
Send Formal Approval Request
When you complete a deliverable, create an approval request in ClearTimeline. System generates a unique link for the client and logs the exact time you sent it.
Approval Request Created: Homepage Design Mockups
Sent to client: 2026-03-05 14:30:00 GMT
Status: Pending
System Tracks Every View
Every time the client clicks the approval link, the system logs it with a timestamp. If they view it multiple times, all views are tracked. You can see exactly when they first saw it.
View History:
- • First viewed: 2026-03-08 09:15:22 GMT (3 days later)
- • Viewed again: 2026-03-12 16:30:45 GMT
- • Viewed again: 2026-03-18 10:20:11 GMT
Client took 13 days to respond after first view
Client Approves or Rejects
Client responds through the approval link. System logs their response with a timestamp. If they never respond, that's evidence too — the "no response" proves they ignored it.
Approval Response Received: Approved with changes
Response date: 2026-03-18 11:45:00 GMT
Total time from sent to response: 13 days, 21 hours
Show Proof If Blamed for Delays
Client claims you were slow? Show them the timeline: You sent approval March 5. They first viewed it March 8. They responded March 18. The 13-day delay was on their end, not yours.
Most disputes end immediately when clients see the exact timestamps.
Real Example: Writer Proves Client Caused 3-Week Delay
"A client blamed me for missing the project deadline. They claimed I was 'late delivering the final draft.'"
"I opened ClearTimeline and showed them the approval tracking:"
- • Draft 1 approval request sent: Jan 15 at 10:00 (on deadline)
- • Client first viewed: Jan 18 at 14:23 (3 days later)
- • Client approved with changes: Jan 29 at 16:45 (14 days after sent)
- • Draft 2 approval request sent: Feb 3 at 09:30 (5 days later)
- • Client first viewed: Feb 10 at 11:20 (7 days later)
- • Client approved: Feb 11 at 15:00
"I showed them they took 21 days total to approve two drafts. The project delay was 100% on their end. They apologized and paid the full invoice."
Common Questions
What if the client says they 'didn't see' the approval request?
The view tracking shows exactly when they opened the link. If they viewed it March 10 but claimed they 'never saw it,' you have timestamped proof. If they truly never viewed it, that's also evidence — you can show you sent it and they ignored it.
Do clients need to create an account to approve?
No. Clients just click a secure link. They can approve or reject without logging in. This makes it friction-free and ensures they can't claim 'I couldn't access it.'
Can I send approval requests for existing email threads?
Yes. You can create approval requests at any point. Even if you already emailed a deliverable, send an approval request through ClearTimeline for tracking. Note in the request: 'As discussed in email on [date].'
What happens if a client never responds?
The approval request stays 'Pending' with view tracking data. You can set expiration dates. If they view it multiple times but never respond, that's evidence they received it and chose not to act.
Can I use this to enforce approval deadlines?
If your contract includes approval timelines (e.g., 'client has 5 business days to approve'), ClearTimeline gives you proof of how long they took. This supports enforcing contract terms.