Microsoft 365 automation
Invoice approval automation in Microsoft 365
Stop chasing supplier invoices through email. KSJ builds Power Automate approval workflows in your own Microsoft 365 tenant — routed by amount, project, and site, with reminders and a complete audit trail. Proven in production: a 30% faster approval cycle for an international construction group.
Built on Power Automate · SharePoint · Microsoft Graph · in your tenant
What is invoice approval automation in Microsoft 365?
Invoice approval automation in Microsoft 365 replaces email-based sign-off with a Power Automate workflow that captures each supplier invoice, routes it to the right approver based on amount, project, and cost code, and records every step with a timestamped audit trail. It runs inside your own tenant on SharePoint and Microsoft Graph, so finance data stays private. In a recent construction-group deployment, the approval cycle dropped 30%.
The problem with email-based approvals
- Invoices wait days for the right person to respond in a long email thread.
- Approval rules (by amount, project, site) live in people’s heads, not the system.
- No defensible record of who approved what, and when, for audits or disputes.
- Finance re-keys data and codes by hand, introducing errors.
- No visibility into how many invoices are stuck, or where.
How the automated flow works
A Power Automate flow in your tenant, built around how your finance team actually approves.
Capture
The invoice lands in a SharePoint library or via email; key fields (supplier, amount, project, cost code) are read and validated against budget.
Route
Approval branches automatically by amount, project, and site — a small subcontractor invoice to the coordinator, a large change order to the manager and finance.
Chase
Automated reminders keep stalled approvals moving; nothing is lost in an inbox, and escalation rules cover absences.
Record
Every step is logged with approver, timestamp, and comments, and the outcome flows to your accounting system or ERP — a complete audit trail.
5+ years in production, across three countries
For an international construction group processing 500+ supplier invoices a month across Latvia, Norway, and Sweden, KSJ built a 12-flow Power Automate and Azure system with a custom approval app, dynamic permissions, and budget validation. It cut the approval cycle 30% (five days to three and a half), saved 260+ hours a year, and has run in production for more than five years.
What it costs
Most engagements begin with a fixed-scope Audit & Roadmap from €1,500 to map your invoice flow and quote the build precisely; implementations typically run €4,950–€19,950 depending on scope. You own the result in your own tenant. See full pricing →
FAQ
Can approvals branch by amount, project, and cost code?
Yes. Approval chains branch automatically — for example a small subcontractor invoice goes to the project coordinator, while a large change order requires the project manager and finance. Every step is logged with approver, timestamp, and comments.
Does it connect to our accounting system or ERP?
Yes — anything with a REST API integrates via Microsoft Graph, Power Automate, or Azure Functions, so approved invoices and their codes flow into your finance system without re-keying.
Does our finance data stay private?
Yes. The workflow runs entirely in your own Microsoft 365 and Azure tenant; invoice data never leaves your environment.
How long does it take to deploy?
A focused prototype on your real invoices is usually live in 1–2 weeks; a production rollout typically 3–7 weeks depending on scope and integrations.
Stop chasing invoices through email
Tell us how your approvals work today and where they stall. We’ll show you what a Power Automate workflow in your own tenant could do — no slides, no pitch deck.