Streamlining Manual Processes with Power Automate - Invoice Approvals

The Bottleneck of Manual Approvals 

For many organisations, invoice approval is a deceptively complex process. What begins as a simple workflow to receive, review, approve, and pay often turns into a maze of emails, attachments, and manual checks. Each department develops its own method of managing invoices. Some rely on Excel spreadsheets, others use shared drives or email folders. Approval chains vary depending on cost centre, department, or invoice value. Without a clear audit trail, Finance teams spend hours chasing approvals, rechecking data, or correcting misrouted paperwork. 

Over time, these manual processes create bottlenecks that slow the business down. Lost invoices, delayed approvals, and inconsistent authorisations become the norm. Month-end reconciliation turns into a stressful, time-consuming exercise. Finance professionals who should be focusing on analysis and strategy find themselves trapped in administration. 

These inefficiencies go beyond inconvenience. Late payments strain supplier relationships, delays affect cash flow visibility, and the absence of standardisation creates compliance and audit risks. 

Power Automate: Turning Bottlenecks into Workflows 

Microsoft Power Automate transforms fragmented, manual processes into efficient, controlled workflows. With Power Automate, invoice approvals no longer rely on email chains or personal reminders. Business rules are defined once, and the system handles the routing, validation, and escalation automatically. 

When an invoice arrives in a shared mailbox or a SharePoint library, Power Automate identifies key details such as supplier name, amount, and due date. It then routes the invoice to the correct approver based on pre-set business logic. Approvers receive a simple, one-click notification through Microsoft Teams or Outlook. If no action is taken, the system sends timed reminders and escalates only when necessary.  

Every action, whether approval or rejection, is logged automatically. Once approved, the system updates Dynamics 365 or your finance database, triggering notifications to Accounts Payable and updating reports in Power BI. The result is a seamless, end-to-end approval process with complete traceability. 

A Day in the Life: Before and After Automation 

Before automation, the Finance Administrator spent hours every morning checking emails, updating spreadsheets, and chasing overdue approvals. Each month-end became a race to gather missing data and correct errors introduced through manual handling. 

After automation, that same process takes minutes. Invoices are automatically captured, categorised, and routed for approval. Dashboards display real-time visibility of every invoice in the system. Approvers receive reminders automatically, and all communication is logged centrally. 

The Finance Manager no longer needs to piece together fragmented reports. Instead, they open Power BI to view live data on total spend, outstanding approvals, and supplier performance. Decisions are made using accurate, up-to-date information rather than guesswork or manual summaries. 

Security, Compliance, and Control 

Power Automate operates within the Microsoft 365 security framework, ensuring that data remains secure within your organisation. Role-based permissions mean that only authorised users can approve or view sensitive information. Every workflow is auditable, with full version control and traceable records of all actions taken. 

Integration with SharePoint, Dataverse, Dynamics 365, and Power BI ensures data consistency across systems. This eliminates duplication, removes manual entry, and guarantees that everyone works from a single source of truth. 

Making the Shift with PTR Associates 

Recognising the problem is the first step. Transforming it into a modern, automated process is where PTR Associates can help.

Our team combines practical experience with deep knowledge of the Microsoft Power Platform to design, build, and deliver automation solutions that fit your organisation’s needs. 

We provide consultancy, development, and tailored training to ensure your Finance and IT teams are confident using and managing your new workflows. Our goal is to replace inefficient manual processes with secure, scalable, and future-ready automation that drives measurable results. 

PTR Associates does more than implement technology. We partner with your team to improve processes, increase accuracy, and build sustainable digital capability across the business. 

If your organisation is ready to reduce administrative effort and regain control over its financial workflows, contact PTR Associates today. Together we can streamline your approvals, improve performance, and unlock the full power of automation.