Power Automate approval workflowApprovals without email chains
Purchase requests, holiday, expenses and sign-offs that live in inboxes get lost. We move them into structured approvals with routing, reminders and a full audit trail.
The problem
Why this keeps going wrong
Approvals happen by forwarding emails. Requests arrive in different formats, approvers miss them, nobody knows where a request is stuck, and when auditors or finance ask who approved something, someone has to dig through mailboxes. When an approver is on leave, the process simply stops.
Signs you need this
- Requesters regularly ask "has anyone approved this yet?"
- Approval evidence is a screenshot or a forwarded email
- Requests stall when an approver is on holiday
- Different people use different forms or none at all
- Finance or audit ask for approval history and it takes hours to find
How we solve it
The approach, step by step
The same consultant scopes, builds and hands over. You see working software in your own tenant every week.
Agree the rules
We document who approves what, at which thresholds, with what delegation and escalation, and what counts as a complete request.
Standardise the request
A Microsoft Form, Power App or SharePoint list captures every request in the same structure with the attachments and fields approvers need.
Route approvals in Teams and Outlook
Power Automate sends actionable approvals to the right people, in sequence or in parallel, with reminders, escalation and delegation for absence.
Record every decision
Each decision, comment and timestamp is written back to the request record, so the audit trail builds itself.
Monitor and hand over
A simple dashboard shows what is waiting and where. Flows run under a service account, are documented and are packaged in a solution you own.
Typical stack
- Power Automate approvals
- Microsoft Teams
- Outlook actionable messages
- Microsoft Forms or Power Apps
- SharePoint lists
Typical outcomes
What this pattern usually delivers
Typical ranges for this kind of work, not promises or results from a named client. Your own baseline is measured during scoping.
Typical timeline: 1 to 3 weeks, with a working first version early so you can react to something real.
Where to start
Automation Opportunity Sprint
We map your manual processes and rank the ones worth automating by time saved and effort.
from£1,750
2 days of workshops plus write-up
- Two half-day process discovery workshops
- Process maps for the top candidates
- Ranked backlog with estimated hours saved and build effort
- Fixed-price quote for the first build
All prices exclude VAT. Final fixed price confirmed in writing after a free scoping call.
FAQ
Approvals without email: common questions
Do Power Automate approvals need premium licences?
Standard approvals using SharePoint, Outlook, Teams and Forms are usually covered by Microsoft 365 licences. Premium licences are needed if the flow uses premium connectors, such as SQL, Dataverse or HTTP calls to other systems.
Can approvers respond from their phone?
Yes. Approvals appear in the Teams mobile app, the Power Automate app and as actionable emails in Outlook, so approvers can respond without logging into anything new.
What happens when an approver is away?
We build in delegation and escalation. Typical patterns are a named deputy, escalation to a line manager after a set number of days, or a reminder schedule that increases in frequency.
Can approvals connect to our finance or HR system?
Often, yes. Many finance and HR systems have Power Automate connectors or an API. We confirm what is possible on the scoping call and flag any premium licensing it would need.
How long does an approval workflow take to build?
A single well-defined approval process typically takes one to three weeks including testing. Our Automation Sprint starts from £1,750 excluding VAT.
Related services
- Power AutomateAutomate approvals, hand-offs and copy-paste work across Microsoft 365 and the systems you already run.
- Power AppsReplace spreadsheets, paper forms and email requests with secure apps your team will actually use.
- Support & RescueFix failing flows and inherited apps, then keep them healthy with a monthly care plan.
Further reading
Get a fixed price
Describe your version of this problem.
- A personal reply within one working day
- An honest view on whether Power Platform fits
- A rough budget before any commitment
Tell us about the process that is slowing you down.
A free 20-minute call with the consultant who would do the work. You get an honest view on fit, a rough budget and the next step. No sales sequence.