Bake
Digital Order Processing with Power Apps, Power Automate & SharePoint
Many smaller companies are already working with Microsoft 365, but still rely on Excel spreadsheets, emails, Word documents, and manual coordination for internal processes. Data Flakes digitized an existing order process for an energy company in the greater Munich area. Using Power Apps, Power Automate, SharePoint / Microsoft Lists, and Word, we developed a customized solution for centralized order entry, line-item management, and automated document generation based on the existing Microsoft 365 environment.
Industry
Energy, Infrastructure & Administration
Year
2026
Customer
Energy companies in the greater Munich area
Initial Situation
Before digitization, order data, supplier information, contact persons, contact and financial details, and order line items had to be maintained across different places and compiled for documents. These repeated transfers required manual effort and increased the risk of missing mandatory details, conflicting data versions, and inconsistent documents. The goal was to establish a central, structured database with a transparent workflow, validated mandatory fields, and automated document generation.
Our Approach
Power Apps provides the interface for digital order management. Microsoft Lists / SharePoint stores orders, line items, and suppliers in a structured manner. Power Automate reads the data, populates a Word template, generates the PDF, and saves it in SharePoint. The solution thus seamlessly connects data entry, processing, and document archiving into an end-to-end process.
Structured database
Setting up multiple SharePoint lists for orders, order items, and suppliers. This ensures that all relevant information is maintained centrally and can be reused both within the app and during document generation.
Result
The result is a centralized, digital order process: purchase orders and suppliers are managed systematically, line items and amounts are processed, and Word as well as PDF documents are generated automatically. Document links navigate directly from the app to SharePoint storage. Mandatory fields and status tracking ensure complete data entry and a consistent workflow. Manual data entry is minimized; no specific time or percentage savings are claimed.
Why Microsoft 365 is suitable for process automation
Many small and medium-sized businesses already use Outlook, Teams, SharePoint, Excel, Word, and Microsoft Lists on a daily basis. Therefore, it can make sense to build clearly defined internal workflows on existing tools rather than immediately introducing additional specialized software.
Power Apps provides a suitable interface, Lists stores structured information, and Power Automate connects the process steps. Word templates and PDF files complete the document creation. Whether the Microsoft Power Platform makes sense depends on the existing system, the process, the required connectors, and the licensing model.
The architecture: From order entry to PDF
The custom solution connects six stages. Each step handles a clearly defined task; users work within the app instead of repeatedly transferring data across different documents.
Power Apps: Capture and edit orders.
Microsoft Lists / SharePoint: Store order data, line items, and suppliers.
Power Automate: Read data and execute the document process.
Word template: Merge order information and dynamic line item table.
PDF: Generate the final order document.
SharePoint storage: Save the document and link it to the order.
Power Apps instead of an Excel and email process
The Power App is the central entry point for order management. Users can create, edit, and manage purchase orders, select or create suppliers, add contact persons, and include line items. Quantities, unit prices, total amounts, as well as status and payment information are maintained throughout the process.
The interface bundles basic data, project and contact information, finances, and line items. Users do not need to work directly in SharePoint lists and can open the generated document directly from the app.
SharePoint as a central data foundation
Microsoft Lists or SharePoint lists store orders, order items, and suppliers in structured fields. Contact information, status values, and document links are thus readily available in the process instead of being scattered across individual Excel files, emails, and documents.
Assigning line items to an order makes it possible to reuse the associated data for both the app and document creation. This supports centralized data management and integration within Microsoft 365. SharePoint lists are not a universal replacement for relational databases, however; data volume, permissions, and complexity must fit the architecture.
Automatically generate documents with Power Automate
Once an order reaches the defined status, the agreed document workflow starts. Mandatory fields and status logic ensure the processing of complete data.
Read order data from SharePoint / Microsoft Lists.
Load the associated order items.
Populate a Word template with the order data.
Dynamically insert line items into the document table.
Format amounts and other information.
Save the Word file.
Convert the Word file to PDF.
Store the PDF in the appropriate SharePoint folder.
Save the document link in the order and make it available in the app.
Fewer manual calculations and transfer errors
In the project, quantity and unit price are processed into line item totals. From this, the net total, VAT, and gross total are calculated. This eliminates the need to manually recalculate and transfer amounts for each document step.
Automated calculations do not replace professional verification of entries. They ensure that the same recorded values are processed consistently throughout the defined process.
Process automation for small and medium-sized businesses
Not every company immediately needs a large ERP project. If Microsoft 365 is already in use, clearly defined internal workflows can often be digitized with existing technologies. Power Apps for SMEs is particularly compelling when a customized interface meets a manageable data base.
For clearly defined internal processes, the Power Platform can be a pragmatic alternative to additional isolated software solutions. However, it does not fundamentally replace an ERP or CRM. Data Flakes therefore first evaluates the business process and only then looks for the appropriate technology.
When Power Apps can make more sense than new software
Power Apps can be a good fit when Microsoft 365 is already in use, the process is internal, and several Microsoft services interact with each other. A clear objective, a simple custom interface, and an adequate SharePoint/Lists data base support considering this approach.
On the other hand, a custom-developed web application may make more sense for high user counts, complex external portals, specific performance requirements, extensive data models, or public access. Crucial factors are the specific requirements, including operations and licensing costs.
Not every process needs AI
In this case study, classic automation was the right solution: status reached, read data, create document, and save PDF. No AI agent is required for this.
Data Flakes first checks whether rules and existing interfaces are sufficient or if AI provides real added value. This avoids unnecessary complexity.
Microsoft technologies used
Microsoft Power Apps · Microsoft Power Automate · Microsoft SharePoint · Microsoft Lists · Microsoft Word · Microsoft 365
Which processes can be automated similarly?
Similar potential areas of application include quote management, procurement processes, supplier management, approval workflows, document generation, invoice approval, internal requests, project sign-offs, and handovers between teams. Customer and contact data can also be part of a clearly defined workflow.
These examples describe potential application areas, not additional projects that have already been implemented. An existing Excel or SharePoint solution can potentially be expanded; beforehand, data quality, relationships, access rights, and process requirements must be evaluated.
Frequently asked questions about Microsoft 365 automation
What can you automate with Power Apps?
Power Apps maps custom interfaces for entering and editing data, such as for orders or internal requests. The automation of subsequent steps is often handled via Power Automate. Which features make sense depends on the specific workflow.
How do Power Apps and SharePoint work together?
A Power App can display and edit data from SharePoint lists. Microsoft Lists provides structured fields for this purpose. The data model, permissions, and technical limitations must fit the use case.
What is Power Automate used for?
Power Automate connects systems and executes defined process steps, for example after a status change. In this case study, it handles document generation and file storage. Available connectors and licensing requirements are evaluated in advance.
Can Power Automate automatically create Word and PDF documents?
With a suitable Word template and the right actions, Power Automate can populate documents and convert them to PDF. In the described project, line items are also incorporated dynamically. Technical requirements and licenses depend on the specific implementation.
Is Power Apps suitable for small businesses?
Power Apps can make sense for small businesses if Microsoft 365 is already in use and a clearly defined internal process needs to be digitized. Data volume, access permissions, and operations must be suitable. It is not a blanket alternative to every specialized software.
Do you always need AI for process automation?
No. Clear rules, status values, and structured data are sufficient for many workflows. In this case study, Power Apps and Power Automate were used without requiring any AI features.
Can an existing Excel or SharePoint solution be expanded with Power Apps?
That can make sense if the data and process can be cleanly structured. The existing data base, permissions, and requirements are reviewed beforehand. Adjustments or a different architecture may be necessary.
MICROSOFT 365 AUTOMATION
Automate a manual process with Microsoft 365?
Do you already work with Microsoft 365, SharePoint, Excel, or Microsoft Lists and want to digitize a manual process? Data Flakes examines whether the process can be effectively implemented using Power Apps, Power Automate, or another automation solution.
Author: Anna-Lena Eggensberger · Data Flakes