Approving a purchase request with Power Automate: a five-step method
A purchase request sent by e-mail gets lost. It waits in an inbox, people chase it by hand, and nobody knows how long it took. Here is a five-step method to move it into a traceable workflow.
Step 1: define the approval rules
Which amount needs which approval? Who covers for an absent approver? Write it on one page before building anything.
Step 2: create the SharePoint list
A list with the useful fields (requester, supplier, amount, justification, status) replaces the shared file. Permissions are set by role.
Step 3: build the form
A Power Apps or Microsoft Forms form prevents incomplete requests. Required fields are checked before submission.
Step 4: automate the flow
Power Automate sends the approval to the right person, reminds them after a set delay and informs the requester of every status change.
Step 5: test with real users, then measure
Have two or three real people test it. Then measure the average approval time before and after. It is the best argument for extending the approach.
Need help framing your first workflow? See our Microsoft 365 automation service or request a free audit.