Paper forms to a Power AppTurn paper forms into a mobile app
Inspections, site checks, incident reports and sign-off sheets still on paper or PDF. We turn them into a mobile app that captures it right the first time.
The problem
Why this keeps going wrong
Paper and PDF forms are filled in on site, photographed or scanned, then retyped by someone in the office. Handwriting is hard to read, fields are missed, photos live on personal phones and it can take days for information to reach the people who act on it. Finding a completed form months later means searching shared drives or filing cabinets.
Signs you need this
- Someone spends hours each week retyping forms into a spreadsheet or system
- Forms come back incomplete and have to be chased
- Photos are sent by WhatsApp or email and never linked to the record
- You cannot easily prove when an inspection happened or who did it
- Paper forms are printed in bulk and versions get out of date
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.
Review the forms and the journey
We look at each form, who fills it in, where, and what happens next. Duplicate fields and unnecessary steps are removed before anything is built.
Build a mobile-first app
A Power App with required fields, dropdowns, GPS location, photo capture and signatures. Offline capture is available where signal is unreliable, with a plan agreed for syncing.
File and notify automatically
Power Automate saves each submission, generates a PDF copy if needed, and notifies the people who act on it, such as a manager when a check fails.
Give the office a view
A desktop view or Power BI report shows completed, overdue and failed checks so follow-up happens the same day.
Typical stack
- Power Apps (canvas, mobile)
- SharePoint or Dataverse
- Power Automate
- Word or PDF templates
- Power BI
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: 2 to 5 weeks, with a working first version early so you can react to something real.
Where to start
2-Week Proof of Value
A working Power App, flow or Copilot agent on your own data, built in two weekly sprints.
from£4,950
2 weeks
- Scoping session and success criteria agreed up front
- Working app, automation or agent in your tenant
- Two demos, one at the end of each week
- Recommendation and quote for production rollout
All prices exclude VAT. Final fixed price confirmed in writing after a free scoping call.
FAQ
Paper forms to app: common questions
Does the app work without mobile signal?
Power Apps can work offline, with data synced when the device reconnects. The right approach depends on your data source and licensing, so we agree it during scoping and test it in the places your team actually works.
Can staff use their own phones?
Yes, if your organisation allows it. The app runs in the Power Apps mobile app on iOS and Android and signs in with Microsoft 365 accounts. Intune app protection policies can be applied if you need them.
Can we still produce a PDF of each form?
Yes. Power Automate can generate a PDF from a Word template for each submission and file it in SharePoint or email it to a customer.
Why not just use Microsoft Forms?
Microsoft Forms is fine for simple surveys. It struggles with photos linked to records, lookups to existing data, offline use, signatures and multi-step workflows. If Forms is enough, we will tell you.
How much does it cost to digitise our forms?
A first form or inspection app is often delivered within our 2-Week Proof of Value, from £4,950 excluding VAT. Larger sets of forms are quoted at a fixed price after a scoping call.
Related services
- Power AppsReplace spreadsheets, paper forms and email requests with secure apps your team will actually use.
- Power AutomateAutomate approvals, hand-offs and copy-paste work across Microsoft 365 and the systems you already run.
- Power BITurn the data your apps and flows capture into reports leaders trust and use every week.
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.