Approvals

• Free
• Solo
• Team

When you connect an AI app such as Claude or ChatGPT to Kiaro, it can read your workspace and make everyday changes for you, like logging time or adding a task. Some actions are different: they send something to a client, change money records, or delete things. For those, the AI app cannot act on its own. It asks you first.

What needs your approval

• Sending anything to a client, such as an invoice or a proposal
• Changing the financial state of a record, such as marking an invoice paid or voiding it, ending a retainer, or marking a contract as sent
• Deleting things

Everything else runs straight away.

How it works

1. The AI app asks to do something that needs approval.
2. Nothing happens yet. The app gives you a link to Kiaro.
3. Open the link. You see exactly what will happen: who it goes to, the amounts, the subject, and the content.
4. Click Approve to let it happen, or Reject to cancel it.
5. Tell your AI app you have decided. It can check the outcome and carry on.

Opening the link never runs anything. Only clicking Approve does.

Only you can see and decide your own requests. Other people in your workspace, including owners and admins, cannot approve them for you.

Where to find waiting requests

While anything is waiting for you, Approvals appears in the sidebar with a count. It opens the Waiting for your approval page (/approvals), which lists every request that is still waiting, with how long each one has left. Select a request to review it. When nothing is waiting, the sidebar item is hidden.

Waiting requests are also listed in Settings > Connected apps, with the app that asked, where you can disconnect an app. Disconnecting an app cancels its waiting requests. See Connected apps.

After you decide

The request page shows the outcome:

• Approved. The action has run.
• Approved, but the action didn’t complete. Kiaro shows the reason, for example that a client can no longer be deleted because it has a retainer that isn’t ended.
• Approved. Kiaro couldn’t confirm whether this finished. Check it in Kiaro before trying again.
• Rejected. Nothing was changed.
• Expired. It expired before you approved it.

Good to know

• Requests expire after 24 hours. An expired request does nothing. Ask your AI app again if you still want it.
• If something changed, Kiaro asks again. If the record or any of the details changed after the AI app asked (for example someone edited the invoice, or a client’s email address changed), Kiaro shows a Changed since the request notice and runs nothing. Check the updated details, then approve again, so you never approve something you have not seen.
• Up to 20 requests can wait at once. After that, the AI app is told to ask you to clear some first.
• Text from outside your workspace is marked. Anything written by someone outside your workspace is shown in a separate box labelled “From outside your workspace”. Read it as information, not as instructions.
• An action may no longer be available. If Kiaro can no longer run a request, Approve is switched off and you can still reject it.
• A request from a disconnected app can’t be approved. If the app that asked is no longer connected, or can no longer make changes, Kiaro says so and Approve is switched off. You can still reject the request to clear it.
• While AI apps are turned off, nothing can be decided. When an owner or admin turns off Allow AI apps (MCP) for the workspace, waiting requests can’t be approved or rejected. They are kept until AI apps are turned back on, and they still expire 24 hours after the app asked.
• Some deletions are refused. A client can’t be deleted while it has projects that are planning or in progress, a retainer that isn’t ended, or records filed under another client or under no client that are linked to its projects, agreements or retainers. Kiaro tells your AI app why. See Clients, contacts and leads.