Top 5 Best Software to Automate Sales Approvals, Renewals, and Pipeline Handoffs

Modern B2B sales is a complex world. Instead of just doing what they were hired to do, sales teams are navigating a maze of internal processes. Every significant deal involves multiple stakeholders, custom pricing, and rigid approval workflows. The result is friction. This friction is more than an annoyance. It creates dangerous bottlenecks in the sales process.

The stakes are high. Slow approvals kill deal momentum. Messy handoff processes between your sales and customer success teams lead to churn. Inefficient pipeline management means revenue leaks silently from the bottom of your funnel. While sales reps are busy with manual data entry and "work about work," competitors are moving faster.

A new category of automation platform has emerged to solve this. These tools go beyond basic sales automation by connecting siloed systems, teams, and data. They are the key to building a responsive, efficient revenue engine. 

This guide breaks down the best software for RevOps and sales operations leaders looking to fix these critical workflows, optimize performance, and help their teams close deals.

What Is This Software? Defining Revenue Orchestration

This software category is often called "Revenue Orchestration" or "Intelligent Automation." It is a smart, active layer that sits on top of your core systems, such as your Customer Relationship Management (CRM) platform like Salesforce or HubSpot.

People often assume their CRM or marketing automation platform should already handle this. In reality, a CRM is a passive database. It does not proactively manage a 90-day renewal cycle or push a one-click approval request into Slack. This new software activates your CRM data. It intelligently triggers workflow automation in the communication tools your teams already use, like Gmail and Slack, ensuring the right person takes the right action at the right time.

The Modern Challenges: Why Your Stack Is Still Leaking Revenue

Even with a modern tech stack, GTM (Go-to-Market) teams struggle with persistent, costly problems.

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Slow and Opaque Approval Cycles

Manual approvals are deal killers. A sales rep sends an email for a 15% discount. It gets lost in a manager's inbox. The rep follows up. The manager has to log into the CRM to find the context. Meanwhile, the buyer’s enthusiasm cools. Research shows that if a sales deal's approval process drags beyond 10 days, win rates can plummet to roughly 44%. This forces sales managers to chase signatures instead of coaching their team members.

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Revenue Leakage from Manual Renewals

For SaaS and recurring revenue businesses, customer renewals are the lifeblood. Yet, too many organizations rely on spreadsheets and last-minute calendar reminders to manage them. This manual tracking leads to missed follow-up tasks and reactive scrambles. This mismanagement and contract-related failures can cost companies between 9% and 15% of their annual revenue due to deals that quietly churn.

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Broken Pipeline Handoffs

The transition of customer data from one team to another is a critical failure point. This includes marketing-to-sales (lead routing) or, more critically, the sales-to-customer-success onboarding. When a deal stage changes to "Closed-Won," critical context about the customer's goals and agreed-upon terms is often lost. This miscommunication can cost companies an estimated 10-30% of their pipeline potential and leads to a terrible day-one customer experience.

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The "Work About Work" Epidemic

Sales reps are drowning in repetitive tasks. They are forced to spend hours on manual data entry—logging call notes, updating fields, and managing their sales pipeline—instead of actively selling. This "work about work" not only slows down the entire sales cycle but also pollutes your CRM data with incomplete or outdated information, making accurate sales forecasting impossible.

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What to Look For: Key Evaluation Criteria

Evaluating these platforms requires looking beyond a simple feature list. Focus on these core capabilities and key features that deliver tangible value.

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Deep and Bi-Directional Integrations

• What it should do: The platform must offer seamless integration with your core systems of record. This includes your CRM (like Salesforce, HubSpot, or Pipedrive), communication tools (Slack, Teams), and data sources (Gong, Zoom, Gmail). It needs a robust API for custom connections to your ecosystem.
• Why it matters: A one-way data push is not enough. The tool must read CRM data and write updates back. This bi-directional sync is essential for automating workflow automation and maintaining a single source of truth without creating new data silos.

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Intelligent Workflow Automation

• What it should do: This is more than basic "if-then" logic. Look for the ability to manage complex, multi-step processes. This includes using templates for onboarding new customers, dynamically routing discount approval workflows based on deal size or region, or automatically triggering a renewal outreach cadence 90 days before a contract expires.
• Why it matters: This is the engine that eliminates manual work. It ensures the right person is notified at the right time to perform the right sales tasks, ensuring no lead or renewal is forgotten.

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Real-Time Alerts and Collaboration

• What it should do: The system should detect important "signals" from your sales data and customer interactions and push notifications to the right people, where they work.
• Why it matters: Speed wins deals. An alert in Slack the moment a big deal shows signs of stalling or a key champion leaves the company allows sales managers to intervene immediately, not discover the problem in next week's forecasting meeting. This real-time capability is critical to shortening the sales cycle.

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AI-Powered Insights and Context

• What it should do: The most advanced platforms use AI to understand unstructured data. This includes using Natural Language Processing (NLP) to analyze call transcripts, automatically summarize meetings, and extract action items. This creates structured customer data from messy conversations.
• Why it matters: An AI-powered system does not just automate tasks; it provides intelligence. It can highlight risks (like a competitor mention), suggest the next-best action, or even auto-populate complex CRM fields, freeing reps from hours of data entry.

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Predictive Analytics and Forecasting

• What it should do: The tool should leverage historical data and current activity to provide predictive insights. This helps with sales forecasting by scoring deal health, identifying qualified leads that are likely to close, and flagging renewals at risk.
• Why it matters: This moves RevOps from reactive reporting to proactive strategy. Instead of just looking at dashboards of past performance, you can see future risks and opportunities, helping you optimize the sales pipeline and improve conversion rates.

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Governance, Security, and Scalability

• What it should do: The platform must be enterprise-ready. This means robust security (SOC 2, GDPR compliance), user permissions, and audit logs for every automated action.
• Why it matters: You are automating critical revenue workflows. The platform must be secure, reliable, and capable of growing with your business. Scalability ensures it can handle more users, more integrations, and heavier data loads as your GTM motion evolves.

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Top Platforms to Automate Sales Workflows in 2025

The market for revenue operations and sales automation tools is growing. We have profiled five of the top solutions, each addressing the core challenges of approvals, renewals, and handoffs in a slightly different way.

1. Momentum

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Best for: RevOps and sales teams seeking an all-in-one, AI-driven command center to connect every stage of the sales process and automate workflows within Slack.

Pricing: Custom pricing based on specific use cases, integrations, and team size.

Key features:

• AI-native revenue orchestration that "listens" to sales calls and emails to automatically trigger workflows.
• Automated, AI-written call summaries and action item lists saved directly to Salesforce.
• One-click approval workflows in Slack for discounts, custom terms, or CPQ quotes, with all context provided.
• Automated "Deal Rooms" and "Account Rooms" in Slack that pull in all stakeholders and context for seamless pipeline handoffs.
• Proactive renewal management by monitoring customer calls and emails for churn risk signals.

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Strengths: Acts as a real-time execution layer on top of your CRM and communication tools. Customers report significant time savings; for example, fintech company Ramp cut the time its sales reps spend updating Salesforce in half. It effectively connects pre-sales and post-sales workflows.

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2. Clari

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Best for: Large enterprises that prioritize sales forecasting accuracy and high-level pipeline risk visibility above all else.

Pricing: Enterprise-level custom pricing.

Key features:

• AI-powered forecasting to predict revenue outcomes and eliminate end-of-quarter surprises.
• "Deal Inspection" view that consolidates all opportunity information and provides an AI-scored health indicator.
• Flags risks like deals with no recent activity, missing champions, or pushed close dates.
• Tracks renewal opportunities as part of the overall revenue forecast.

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Strengths: Widely regarded as a leader in the Revenue Operations & Intelligence space. Excellent for CROs and RevOps leaders who need a predictable, data-driven view of the business. Proven scalability with complex, global sales organizations.

Considerations: Primarily an analysis and insights platform. It will flag a risk but is less focused on executing the workflow automation to fix it (like a Slack-based approval).

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3. Gainsight

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Best for: Customer Success teams and organizations with a significant recurring revenue focus that need to systematically manage customer renewals, health, and expansions.

Pricing: Custom pricing; often quoted as a significant investment for CS teams.

Key features:

• Customer health scoring (Red/Yellow/Green) based on product usage, support tickets, and NPS surveys.
• Automated lifecycle playbooks, such as a renewal playbook that kicks off 120 days before expiry with a sequence of tasks.
• "Renewal Center" module for forecasting renewal bookings and identifying churn risk.
• Manages the post-sales handoff from sales to CS, providing a 360-degree customer view.

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Strengths: The clear market leader and a purpose-built platform for Customer Success. It transforms CS from a reactive to a proactive motion, which directly improves retention and Net Revenue Retention (NRR).

Considerations: A specialist tool. It is extremely powerful for post-sales but does not manage the new-business sales pipeline or pre-sales approval workflows.

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4. People.ai

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Best for: Large sales organizations that need to automate data entry (activity logging) and get AI-driven insights for sales coaching.

Pricing: Enterprise-level custom pricing.

Key features:

• Automated activity logging that captures every email, meeting, and call and matches it to the correct CRM records.
• Intelligent contact management that automatically builds out the buying group for a deal by analyzing email signatures and meeting attendees.
• AI deal coaching that flags opportunities deviating from best practices (e.g., "no executive touch in 20 days").
• Pipeline and forecasting analytics based on actual activity data, not just rep-entered fields.

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Strengths: Solves the pervasive problem of "dirty CRM data" and saves sales reps hours of manual logging. The company's slogan essentially is "stop updating CRM and start closing deals". Strong focus on data governance and security.

Considerations: Its primary focus is data capture and analytics. It complements workflow tools by ensuring the sales data they run on is accurate, but it is not an execution-first platform.

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5. Rattle

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Best for: Fast-paced, Slack-centric teams (often SMB to mid-market) that want to simplify CRM updates and approvals with minimal friction.

Pricing: Tiered, per-seat pricing.

Key features:

• Slack-based alerts and updates (e.g., alert a manager when a deal stage changes).
• One-click approval workflows directly within Slack, syncing the decision back to Salesforce instantly.
• Allows sales reps to edit Salesforce records from Slack (e.g., update an amount or next step via a Slack message).
• No-code setup with a library of pre-built workflow templates.

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Strengths: Extremely easy to deploy and use, with a very low learning curve. It has an immediate impact on productivity and data hygiene by meeting reps where they work. It effectively turns Slack into a functional interface for the CRM.

Considerations: More lightweight than an all-in-one orchestration platform. It is excellent at the Slack-to-CRM connection but may not manage complex, multi-system workflows or deep AI-based call analysis on its own.

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Comparison Table: Top Revenue Automation Solutions

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Platform

Primary Focus

Notable Strengths

Ideal For

Momentum.io

Revenue Orchestration & Execution

Real-time call-to-action automation

• AI-driven Slack "Deal Rooms" & automated handoffs
• Comprehensive CRM automation (notes, field updates)
• RevOps teams seeking an all-in-one layer to connect Salesforce, comms, and analytics to save rep time and speed up deal cycles.

Clari

Pipeline Analytics & Forecasting

High-accuracy AI forecasting at scale

• Deep pipeline risk analytics
• Enterprise-grade, proven with Fortune 500
• Large sales orgs needing pipeline visibility and predictability. Great for CROs wanting early warnings on deal slip.

Gainsight

Customer Success & Renewals

Proactive health scoring and playbooks

• Purpose-built renewal pipeline management
• Integrates product usage & customer feedback
• Companies with significant recurring revenue (SaaS) that need to protect and grow existing customer accounts.

People.ai

Activity Capture & Sales AI

Automated data entry (emails/meetings to CRM)

• AI coaching on engagement & process adherence
• Analytics on rep productivity
• Large sales teams aiming to fix CRM data adoption issues and get insights into deal engagement without burdening reps.

Rattle

Slack-First Sales Ops

Instant Slack approvals and updates (one-click)

• Extremely easy to use and deploy (no-code)
• Reinforces sales process in real-time
• Fast-paced teams using Slack heavily who want to eliminate friction from CRM compliance and accelerate internal approval workflows.

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The Advantage of True Orchestration

Choosing the "best" software ultimately depends on your organization's most critical pain point. If your primary problem is inaccurate forecasting, Clari is a strong contender. If customer churn is your biggest concern, Gainsight is the purpose-built solution. If your sales data is a mess, People.ai can fix the foundation.

But none of those deliver true and complete orchestration.

That's why Momentum is not another tool in your stack. It is the connective tissue. It is the AI-driven execution layer that makes your entire ecosystem work better. It unifies your sales operations, customer success, and RevOps teams by automating the work between your systems.

Here is how Momentum provides a distinct advantage:

• Real-Time Insights That Trigger Action: Momentum actively monitors your customer interactions. When a risk signal (like a competitor mention or negative sentiment) is detected on a call, it does not just log it. It triggers an immediate alert in Slack to the right stakeholders. This allows your team to act in minutes, not days.
• Eliminate Manual Data Entry: Momentum’s AI generates call summaries and action item lists after meetings. It automatically updates Salesforce fields based on the conversation, freeing sales reps from the manual data entry they hate and ensuring your CRM data is always accurate.
• Slack-Based Workflows That Drive Velocity: Momentum turns Slack into a command center for revenue. It runs your approval workflows with one-click buttons, complete with all context, cutting approval times from days to minutes. It automates the critical handoff from sales to customer success by creating "Account Rooms" with all the context, notes, and team members needed for a smooth onboarding.
• A Truly Connected Revenue Engine: Momentum integrates your stack. It connects Salesforce, Gmail, Zoom, and Slack so that workflows are truly seamless. When a deal is marked "Closed-Won," the workflow automation can spin up the CS workspace, assign tasks, notify finance, and alert all stakeholders automatically. This is true revenue orchestration.

Build a Revenue Engine That Moves as One

Investing in an automation platform is about enabling your sales teams to spend more time on high-value activities: building relationships, crafting strategy, and working to close deals. It is not about replacing the human touch; it is about ensuring the human touches happen reliably, promptly, and with the right context.

Imagine a sales cycle where any approval takes minutes, not weeks. Imagine a world where every customer success manager gets a perfect handoff with the full history of the customer relationship. Imagine your sales forecasting calls are about strategy and metrics, not just guessing games. This is the promise of a connected, AI-driven revenue engine.

To streamline your processes and optimize your revenue engine, you need more than just analytics or alerts. You need an all-in-one orchestration layer that connects your data, teams, and actions in real-time.

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Ready to Transform Your Revenue Process?

Book a demo today to see how Momentum can integrate with your current Salesforce and Slack stack to automate approvals, renewals, and handoffs. 

Stop the "work about work" and let your team focus on what they do best.

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