Efficient tracking of purchases using Power Apps
August 17, 2025
Freedom to request, approve and register
August 17, 2025Efficient tracking of purchases using Power Apps
August 17, 2025Freedom to request, approve and register
August 17, 2025
Implementation of a project approval and registration system for a food company
The business challenge
Our client is a food industry supplier with a revenue of nearly 10 billion HUF, operating as the Hungarian subsidiary of a German parent company. The company is subject to all possible food safety regulations, and the parent company requires strict return-on-investment calculations for every development project and investment. Previously, the company managed projects in Excel spreadsheets and stored related calculations and documents in a folder system and emails.
Due to regulatory requirements, it was essential to ensure that, before commissioning investments or putting machines into operation, all responsible managerial approvals (fire safety, occupational safety, food safety, etc.) and official authorizations (disaster management, NÉBIH, etc.) were in place. Continuously searching for related documents, updating and checking project status, and notifying colleagues required enormous effort and often resulted in errors and omissions.
🛠️ Product/Service Microsoft 365, Microsoft Power Platfom 📍 Location Hungary 🏦 Sector Food industry.
Power Platform, Power Apps, Power Automate, Azure AD, SharePoint Online, Office 365 Integration, Project Approval, Approval Workflow Automation, Role-Based Access, Food safety
Implemented Solution
We built an application on Power Platform (Power Apps and Power Automate) that guides planned projects through a multi-step approval process, from draft status to implementation. At each step, the person responsible for the next action receives an email notification, while the project owner can continuously monitor the project’s progress. Built-in reminders and the 'My Tasks' screen on the app’s homepage help ensure that no project is delayed due to simple forgetfulness.
Another important consideration was:
- Each employee should only see the data, screens, and buttons relevant to their role.
- The solution had to be accessible from anywhere, which is a capability provided by Power Platform by default.
- It should provide the security offered by Azure AD.
- Use the company's existing Office 365 environment and services as organically as possible, with Exchange Online for sending notifications.
Final Result:
The solution ensures that only projects with all necessary calculations and approvals can be launched. Every piece of equipment has all required permits at the moment it starts. All documents and permits related to the projects are accessible in one place, directly from the project sheet with a single click.
We have significantly reduced the waiting time between individual project steps by ensuring that everyone is immediately notified when they have a task. The project history clearly shows who did what and when. The solution also supports managing projects and subprojects, which was previously unimaginable. Life has become easier for project owners: they can work according to clear rules, continuously see the status of their requests, and know whom to alert if necessary. In the first year of use, more than 200 projects with a total value exceeding EUR 14,000,000 were processed through the system.
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In an average small business, employees waste about 5% of their income each year due to poorly functioning IT systems—but this doesn’t have to be the case for your company. We make business operations more efficient with Power Platform and Microsoft 365!