MANUFACTURING

A logistics company

How a logistics company automated invoice approvals with Power Automate

Invoice approvals used to live in forwarded emails. This 35 person logistics team turned them into a flow that routes itself, keeps a full history, and runs on the Microsoft 365 they already owned.

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Of approvals logged with who and when
100%Of approvals logged with who and when
THE CHALLENGE

Where They
Started.

Like a lot of growing operations, this logistics company approved invoices by forwarding emails. Someone then tracked who had signed off in a shared spreadsheet, retyping the same details every day. It worked, right up until the person who knew the spreadsheet went on vacation. The cracks showed in the usual places. Approvals sat unread at the bottom of inboxes. Nobody could say for certain who had signed off, or when, without scrolling back through an email chain. A mistyped number was caught late, if at all. The team did not want yet another subscription, another login, another monthly fee for an approval tool. They wanted the process fixed, inside the tools they already trusted. They thought they needed to buy an approval tool. It turned out they already owned everything they needed.

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THE WORK

What We
Did.

Before, an invoice was approved by forwarding an email. Someone then retyped the details into a spreadsheet to track who had signed off. We replaced that with a single Power Automate approval flow inside their own tenant. An invoice arrives. The flow checks who should approve it. The actions fire in parallel, and the decision lands as a record nobody has to type. Here is the shape of what we built. The history and data live in SharePoint Online within their own tenant. Approvers can action requests right inside Microsoft Teams. It is the same approach behind every Power Automate workflow we build, on the Microsoft 365 a client already owns.

01

Free intro call

We listened to the actual process. It was a strong fit for Power Automate, and we said so. No app needed, just smarter automation on top of what they already had.

02

Scoped in phases

Phase 1 was deliberately small. One approval flow, the invoice path, something they could click and judge within days. A low barrier on purpose. They could measure us by results before going further.

03

Built the approval flow

We created a Power Automate approval flow. It routes each invoice to the right approver, sends a notification, and records the decision with a full audit history.

04

Tested with real users

We ran the flow with their actual approvers and real invoices. We tuned the routing rules until they matched every real world case, then switched it on.

05

Handed over ownership

The flow lives in their tenant. They own it and the data behind it, even if we never work together again.

We'd scope the same kind of engagement for your business, with timelines and effort against each stage.

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We thought we needed to buy an approval tool. Turns out we already owned everything we needed. Now invoices route themselves, I can see exactly where each one stands, and nobody is chasing emails anymore.
Operations lead · a logistics companyA logistics company
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48 hoursTo a full report and a 90 day plan

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This for Your Business?

Book a free 15-minute call. We'll tell you honestly how much of what we did for A logistics company would apply to your setup.

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