Automated Invoice Approval
How a leading property & finance business eliminated manual approval processes with a fully automated Microsoft 365 workflow.
A long-established London-based property and finance business partnered with Reflective IT Solutions to modernise a slow, paper-based invoice amendment approval process — delivering a fully automated, digital workflow built on Microsoft 365, Power Automate and SharePoint.
A paper-based process that could no longer keep up
Our client is a long-established property and finance business based in central London, known for running an efficient, high-performing operation. As the company expanded and flexible working grew, they partnered with Reflective IT Solutions to modernise their IT infrastructure and support future growth.
For many years, amendment approval forms were managed through a manual, paper-based process — completed by hand, reviewed in person, annotated, scanned and archived. As teams became more mobile and the business pursued a paperless approach, this process became increasingly impractical, creating delays, limiting visibility and adding avoidable friction.
"An office move, a drive to become a paperless organisation, and a shift towards flexible working created a clear moment for change. We needed a simpler, more accessible way of managing amendment requests."
— Director of OperationsA seamless end-to-end digital approval workflow
Microsoft Forms & Power Automate
Amendment requests are submitted digitally via Microsoft Forms, with custom questions and secure document upload aligned to the client's needs. Power Automate workflows handle all routing, approvals and notifications — removing manual intervention entirely.
Microsoft Teams Integration
Each submission is automatically routed into Microsoft Teams, giving reviewers immediate access to all request details and supporting documents in one place. No chasing email chains or hunting for attachments.
SharePoint Audit Trail
Once a decision is made, all data and supporting documents are automatically stored in SharePoint. Requestors receive clear email notifications confirming approval or rejection, including reviewer comments — creating a consistent, searchable audit trail from start to finish.
Measurable improvements, from day one
Faster Decisions & Zero Manual Handling
The workflow is now quicker to complete and easier to track. Amendment decisions and supporting documents are stored consistently, making requests simple to locate and improving day-to-day governance. Turnaround time improvement was immediately noticeable.
Full Visibility & Remote-Ready
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. The process fully supports both office-based and remote working, with no compromise.
A Scalable Foundation
With a scalable Microsoft 365 cloud platform now in place, the business has a strong foundation for continued improvement. The ongoing partnership with Reflective IT has delivered immediate operational gains while enabling the business to move forward with confidence.
"Reflective IT Solutions have been genuinely easy to work with from day one. They helped us simplify a clunky process and delivered something that works really well for our team. We see them as a trusted partner."
— Director of Operations
