Case Studies
Power Automate Vendor Management Solution Transforms Purchasing for Higher Education
A higher education institution needed a more efficient, secure, and user-friendly way to manage new vendor requests and maintenance changes. Their manual, email-driven process caused delays and frequent errors. They partnered with IncWorx to modernize the workflow using Power Automate vendor management and Copilot-assisted form creation.
Technologies Supported
- Power Automate
- Microsoft Copilot
- SharePoint
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.”
-Yuri
The Outcome
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 Conclusion
A Modern Foundation for Scalable, Accurate Vendor Management
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.