Property and Finance Digital Approval Workflow

In this case study:

Meet the client

This long established UK property and finance organisation is known for disciplined operations, a strong service ethos, and long term stewardship. With a demanding, fast moving environment and high standards across internal teams, it relies on clear processes and dependable systems to keep day to day operations running smoothly.

The challenge: a paper process that couldn’t keep up

For years, amendment requests were handled through a manual, paper based workflow. Forms were completed by hand, reviewed in person, annotated, scanned, and archived. As teams became more mobile, the process grew harder to track and increasingly time consuming, creating delays, limiting visibility, and adding avoidable friction for both requestors and approvers.

What we did: simplify the process and made it easy to run

Reflective IT worked with the client to understand the current workflow, where it was slowing teams down, and what controls were needed. We mapped the process end to end, removed steps that no longer added value, and designed a streamlined request and approval journey that improved clarity, usability, and oversight. We then configured the workflow to fit how the organisation operates day to day, keeping it simple for users and straightforward to manage.

The solution: a fast, trackable digital workflow

Reflective IT delivered an automated workflow using Microsoft 365 and Power Automate. Amendment requests are submitted digitally via Microsoft Forms, with tailored questions and secure document upload where needed. Each submission is automatically routed into Microsoft Teams, giving reviewers immediate access to the full request and supporting information in one place.

When a decision is recorded, the request data and supporting documents are automatically filed in SharePoint, creating a consistent audit trail. Requestors receive clear email notifications confirming approval or rejection, including any reviewer comments, removing manual handling and physical paperwork from start to finish.

The impact: faster decisions and clear visibility

The workflow is now quicker to complete and easier to track. Teams can see what has been submitted, what is waiting for review, and what has been approved, without chasing paper or relying on manual updates. Decisions and supporting documents are stored consistently, making requests simpler to find later and improving day to day governance.

The result is a more resilient process that supports both office based and remote working, while maintaining the organisation’s standards and reducing unnecessary admin.

“Reflective IT were proactive, clear, and genuinely easy to work with. They understood what we needed from the start, kept the project moving, and delivered a workflow our teams adopted quickly. The difference in turnaround time and visibility has been immediately noticeable.”

Head of IT, UK Property and Finance Organisation