The shared Excel file becomes a source of conflict
Three people edit it, versions circulate and nobody knows which one is authoritative.
Business process automation
Reduce manual work without launching an oversized project
We start with a concrete process — an approval, a shared file or reporting — then select the right Microsoft building blocks.
01
Before discussing tools
Does your working day look like this?
A process is worth assessing when it is frequent, repetitive, measurable and sufficiently stable. These pain points are often good starting signals.
Duplicate entry and fragile data
An approval waits several days for the right person
The request remains in an inbox because the manager is absent or travelling.
Reporting is rebuilt manually every month
Data is copied, reconciled and corrected before it can be presented.
A paper form is re-entered at the end of the day
Field information arrives late, sometimes incomplete, and has to be checked again.
Do you recognise one of these situations?The best first project is not necessarily the most visible. It is often the one with a repetitive workload and rules that are already known.
02
Quick assessment
Which process should you automate first?
Start by measuring the annual workload. The result is not a guaranteed saving; it only quantifies the effort currently spent on the process.
The formulaFrequency × people × minutes × weeks ÷ 60
- The process is frequent
- The rules are sufficiently stable
- The current workload can be measured
Indicative calculatorMeasure the current workload
Estimated annual effortapproximately 65 hours per month
20 × 5 × 10 × 47 ÷ 60 = 783 hours
This estimate measures gross workload. The realistically automatable share is validated during scoping.
03
An end-to-end architecture
From collection to action
Power Apps, Forms, Excel, SharePoint, Teams, APIs or an ERP feed the process. Power Automate, Azure Logic Apps and Azure Functions orchestrate processing; Dataverse can centralize and secure the data, then Power BI, Copilot Studio and business applications present information and trigger useful actions.
04View the official Microsoft FAQ
The point to check before the quote
One connector can change the licensing model
Cost does not depend only on the number of screens. It also depends on data sources, flow type, how the flow is triggered and the users who run it.
SQL, Dataverse, some HTTP actions or a custom connector can move the scenario into premium licensing. This must be identified before the build, not after the invoice.
Connectors and data
Standard, premium, on-premises gateway, API or custom connector.
Trigger mode
Automated, scheduled, instant or application-triggered flow.
People involved
Flow owner, users who trigger it and the population covered.
Licensing model
User licence, existing entitlements or Process licence depending on the scenario.
The final recommendation is based on the exact scenario and the licences already held by the company.
05
A controlled first scope
What a scoped first automation includes
The aim is to launch a useful, maintainable scope without hiding dependencies that could expand the project.
- 01Scope
Process, people, rules, exceptions and data.
- 02Build
Application, flow or reporting for the selected scope.
- 03Test
Business scenarios, permissions, errors and user validation.
- 04Hand over
Documentation, knowledge transfer and points of attention.
06
Prevent rather than repair
Without a framework, a useful application can become a new risk
Ease of creation does not guarantee ownership, maintenance or data quality. Governance should remain proportionate to the project, but it should not be postponed.
- Environments and permissions identified
- Business owner and technical owner known
- Rules, dependencies and handover documented
One team saves time and wants to expand usage quickly.
Owners, data and connections become difficult to track.
Maintenance becomes risky and every change costs more.
07
Frequently asked questions
Objections to address before automating
Do we need Dynamics 365 to use Microsoft Power Platform?
No. Power Apps, Power Automate and Power BI can be used without Dynamics 365. They can connect to Microsoft 365 and other sources, subject to the required connectivity, security and licences.
Will our teams be able to maintain the applications?
Yes, that is the objective for routine changes. The solution should be documented, handed over to an owner and built with understandable rules. Architecture, security or integration changes may still require specialist support.
How much does a business application really cost?
The budget depends on the process, screens, data, connectors, user population, security and environments. An estimate is prepared once the scope is clear. Microsoft licences are priced separately after checking the exact use case.
How do we choose the first process to automate?
Start with a frequent, sufficiently stable process involving several people and a measurable workload. A process that is still unclear or constantly changing should be clarified before it is automated.
Can a first automation really be delivered in 3 to 4 weeks?
Yes, for a focused scope with available stakeholders, approved business rules and the required access. The timeframe is indicative and becomes firm after the process, data and dependencies have been scoped.
One process at a time
Identify your first useful automation
A 30-minute conversation to check the process, volume, people, data and licensing constraints.