At Automations 365, one of our core missions is simple: help businesses transform slow, manual workflows into streamlined digital systems that save time, reduce errors, and improve efficiency.
In this video, we’re sharing a real example of how we helped a small engineering company move away from its pen-and-paper approval process and into a fully digital workflow using Microsoft Power Apps, Power Automate, and other tools in the Power Platform ecosystem.
The Problem: A Fully Manual Workflow
Before working with us, the company’s cash advance and reimbursement process looked like this:
- The requester filled out a paper form.
- The form was physically handed to the approver.
- The approver signed it manually.
- Accounting processed the request, wrote a check, went to the bank, and then reimbursed the requester.
Not only was this slow and tedious, but it also created risks:
- Forms could get misplaced.
- Approvals were delayed when the business owner was unavailable.
- Accounting struggled to track the history and status of requests.
- There was no centralized record of transactions.
This was a perfect example of a workflow that needed automation.
The Solution: A Custom Power App Built Around Their Process
We built a fully custom Power App designed specifically for their needs: no templates, no generic features, only what fit their existing workflow.
1. Digital Request Creation
A requester can now submit a cash advance, reimbursement, or payable request directly from the app.
They can:
- Select expense type
- Enter request amount
- Describe the purpose
- Add attachments
- Upload receipt photos directly from their phone’s camera
- Leave comments for the approver or accounting
Everything is captured cleanly and stored instantly.
2. Mobile Approvals for the Business Owner
The approver (often the business owner) can now approve requests from anywhere using their phone.
They simply:
- Open the request
- Review details
- Choose a release date or bank account
- Approve or decline with one tap
No delays. No misplaced forms. No paper.
3. Accounting Dashboard with Streamlined Processing
The accounting team receives approved requests in an organized dashboard.
From there, they can:
- Process cash advances
- Track reimbursements
- View request history
- Manage liquidations
For this client, all data is stored within Power Apps, but the system is fully capable of integrating with popular accounting tools like QuickBooks, Xero, Sage, and more.
Why a Custom Solution Works Better
Every business operates differently. That’s why we don’t force a “one-size-fits-all” workflow.
This solution is:
- Fully customizable – from fields and screens to logic and integrations
- Scalable – designed to grow with the company
- Efficient – requests move instantly to the right people
- Transparent – every stakeholder can see the status in real time
The biggest benefit?
Their process is now streamlined and tailored specifically to how their team works.
The Impact
By digitizing their approval workflow, the company now enjoys:
- Faster approval turnaround
- Clear, trackable transaction history
- A centralised system for all requests
- Reduced manual errors
- More efficient accounting operations
- The ability to approve from anywhere
This is the power of business process automation: clarity, speed, and accuracy, all in one place.
Final Thoughts
This project is just one example of what’s possible with Microsoft Power Platform.
Whether you’re handling approvals, inventory, HR processes, field operations, or project tracking, automation can transform the way your team works.
Ready to streamline your processes? Let’s build your custom solution.
Reach out to us today.