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Case Study

Power Automate Vendor Management Solution for Higher Ed
Technologies Supported: Copilot Power Automate Power Platform

Manual, email-driven vendor requests were slowing this institution down and creating errors along the way. IncWorx modernized the workflow with Power Automate and Copilot-assisted form creation for faster, more accurate onboarding.

The Challenge

Building a Scalable Workflow for Accurate, Fast Vendor Onboarding

The client needed a solution flexible enough to support a wide range of users. It also had to allow secure document uploads from internal staff, external partners, and anonymous submitters. This meant creating an intake process that was simple on the front end. At the same time, it needed to capture all required information consistently, regardless of who submitted it.

Behind the scenes, they needed a structured approval workflow with multiple routing paths. The workflow had to enforce validations and ensure accurate data collection at every step. By automating these processes, the organization reduced manual handling and shortened turnaround times. This approach also improved the quality and reliability of vendor information from the start.

The Solution

A Fully Automated Solution for Vendor Intake and Approvals

IncWorx designed and implemented the Purchasing & Vendor Maintenance App, leveraging Power Automate HTTP services to host and return browser‑based forms. Using Microsoft Copilot, the form was generated quickly from existing content through simple copy‑and‑paste, with Copilot automatically applying field structure and validation rules.

When a user submits the form, the data is returned to Power Automate, where a new list item is created and a complex, multi‑step approval workflow begins. The workflow manages routing, notifications, attachments, and decision tracking, ensuring every request follows the correct path.

This approach allowed us to deliver a fully automated, scalable workflow that reduced manual effort, improved data accuracy, and ensured every request moved through the right steps with consistency and speed.

“I’ve been doing business with IncWorx for 10+ years. Whether project-based or on-going support, they have done an excellent job at a very reasonable rate. They are responsive, have the right lever of expertise, and easy to work with.”

The Results

A Modern, Efficient Outcome for Vendor Management

The new application transformed the vendor request and maintenance process by removing the friction that previously slowed down submissions. External users can now submit forms securely without needing to authenticate, making it easier for vendors and partners to provide the information the institution needs. At the same time, internal teams benefit from receiving complete, validated data up front, reducing the back‑and‑forth that once consumed time and created inconsistencies.

Behind the scenes, the automated approval workflow now handles routing, notifications, attachments, and decision tracking with no manual intervention. This shift not only accelerates turnaround times but also ensures every request follows the correct path with greater accuracy. The institution now operates on a scalable, modern platform that reduces administrative workload, strengthens data quality, and supports more efficient purchasing operations overall.

The modernization of the vendor request and maintenance process delivered far more than a technical upgrade, it created a reliable, scalable foundation for the institution’s purchasing operations. By replacing manual email‑based workflows with automated forms, intelligent routing, and structured data capture, the organization now operates with greater speed, accuracy, and confidence.

With this new solution in place, the institution is better equipped to handle growing demand, support diverse user groups, and maintain high data quality from the start. The Purchasing & Vendor Maintenance App not only streamlines day‑to‑day operations but also positions the organization for continued efficiency and long‑term success.

The Microsoft technology stack provides the infrastructure and software necessary to maintain and grow your business. Combining Azure, SQL Server databases and SQL Server Integration Services packages provided this customer with a secure and robust data processing platform that will ensure the growth of their business for years to come. Do not delay your opportunity to get more from your data with ETL development.

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