Scenario: replacing spreadsheet approvals with Power Automate

This anonymised scenario reflects a common SME workflow problem. Approval delays feel like admin, but they often block purchasing, invoicing, hiring, customer response times and operational decisions. The business has approval rules, but they live in email threads, spreadsheets, chat messages and people's heads.

Power Automate can help, but only when the process rules and source data are clear. If an approval flow is built before thresholds, owners, exceptions, permissions and audit requirements are defined, the automation becomes another unmanaged system.

Likely risks

• Approval rules are informal or applied differently by team.
• Requests arrive by email, spreadsheet, Teams message and verbal instruction.
• No audit trail exists for who approved what and why.
• Exceptions are handled manually with no reporting.
• Managers cannot see where delays are happening.

Commercial impact

Slow approvals delay purchasing, supplier onboarding, customer response, invoice processing and internal decisions. Teams chase status manually. Leadership sees the symptom as admin, but the real problem is uncontrolled workflow design.

Practical response

The first step is to map the process: request types, fields, thresholds, approvers, escalation rules, exceptions, evidence requirements and reporting needs. The next step is to decide what data must be controlled before the flow starts. Only then should the automation be built.

A good Power Automate approval workflow should have controlled request fields, a clear approval route, exception handling, reminders, audit trail, reporting and a named owner for future changes. It should also be documented well enough that the business can support it after handover.

Useful deliverables

• Approval process map with thresholds, owners and exceptions.
• Controlled request form or Power App specification.
• Power Automate flow design and handover notes.
• Exception and delay reporting requirements.
• Governance rules for changes, permissions and support.

Digital Adaption can review, design or rebuild controlled approval workflows through Power Platform consultancy.

Matty Hatton is the founder of Digital Adaption, an ERP and data consultancy based on the Wirral. He has spent 15 years delivering ERP transformations for manufacturers, including leading the data migration on a £4.5m consolidation of four legacy systems onto a single Infor LN cloud instance for a 220-user group. He holds an MSc in Digital Transformation and IT Strategy from Manchester Metropolitan University and is Microsoft PL-200 certified.

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