No more lost cases
Every case has status, owner, deadline. Nothing gets lost in email or paper folders.
Electronic document workflow — approvals without email chaos
We deploy approval workflows for invoices, contracts and employee requests on SharePoint + Power Automate + Teams. Real-time status, automatic notifications, full audit trail. Go-live in 4–8 weeks.
01
Invoices get lost in email, suppliers call about payments
02
Approvals wait 2–3 weeks instead of 2–3 days
03
No audit of who approved what and when
Customer problem
Approvals circulate by email and get lost — nobody knows where they stuck
A cost invoice arrives by email to accounting. The accountant prints it, sends it via internal mail to the manager. The manager is on holiday. The invoice waits. Two weeks later the accountant asks for status. The manager is back, signs it, sends it on. Everyone loses time, the supplier calls asking about payment.
Electronic document workflow solves this completely. The invoice lands in the system, automatically goes to the right cost manager, who gets a Teams notification, approves with one tap (also from the phone), the invoice continues to accounting. Statuses visible to everyone, every decision audited, no lost cases.
Why it matters
Invoices get lost in email, suppliers call about payments
Approvals wait 2–3 weeks instead of 2–3 days
No audit of who approved what and when
Paper copies, printing, physical routing
Field managers can't approve quickly
What we deliver
What we deliver in the implementation
An electronic workflow implementation is a business project. We deliver ready-to-use workflows for specific document types in your company.
01
Audit of current approval processes
Mapping existing approval paths per document type (invoices, contracts, requests). Identifying bottlenecks and audit gaps.
02
Workflow design per document type
Workflows for cost invoices, contracts (NDAs, supplier, sales), employee requests (leave, purchases, travel).
03
Configuration in SharePoint + Power Automate
Document libraries with metadata, status columns, permission schemes. Power Automate flows for each workflow.
04
Forms and notifications
Power Apps or Microsoft Forms for requesters. Teams and Outlook notifications for approvers.
05
Mobile approvals in Teams
Adaptive Cards in Teams for managers — approve from a phone with one tap, no need to log into a separate system.
06
Integrations with the accounting system
After approval, the invoice flows automatically into the accounting system (Comarch, Symfonia, Sage, SAP) via API or RPA.
07
Dashboards and reports
Dashboard for the CFO: invoices in flight, where they get stuck, average approval time per manager. Monthly reports for leadership.
08
Training and 30 days of support
Sessions for requesters, approvers and admins. Internal materials. 30 days of support after go-live.
Technology stack
Technologies we use
The Microsoft 365 stack — no additional licence purchases in typical scenarios.
SharePoint OnlinePower AutomatePower Apps (forms)Microsoft Teams (Adaptive Cards)Microsoft 365 (Outlook, Excel)Comarch / Symfonia / Sage / SAP integrations (optional)
Your solution
Typical document workflow scenarios
Cost invoice workflow
Invoice arrives by email or from a supplier portal, OCR extracts the data, the workflow routes it to the cost manager, after approval it lands in accounting.
Contract approval (NDA, sales, HR)
Contract uploaded to SharePoint, workflow routes it to legal and the manager, digital signature, archive in the contracts library with metadata.
Employee requests
Leave, travel, purchase requests, training. Power Apps form, automatic routing to the line manager, integration with the calendar.
Briefs to leadership
Formal channel for documents to leadership with prioritization, deadlines and a full audit of decisions.
Solution fit
Sprawdźmy, które elementy rozwiązania najszybciej ograniczą pracę manualną i uporządkują procesy w Twojej organizacji.
Impact and metrics
Effects of an electronic workflow implementation
Clients we have implemented this for report similar effects in the first 2–3 months.
-80%
shorter cost invoice approval time
100%
auditability of every decision
0
cases lost in the workflow
2×
faster decisions based on full data
Business benefits
Full auditability
Every decision logged with date, person and rationale. Internal and external audits take days, not weeks.
Better cost control
The CFO sees in real time what's awaiting approval, who is the bottleneck, what the liabilities are.
Who this is for
Who this is for
Companies with 30+ cost invoices per month
Organizations where manual invoice handling becomes a bottleneck for accounting.
Companies with distributed management
Groups of companies, multi-department organizations where approvals require multiple people across locations.
Regulated organizations
Legal, financial, medical, pharma — sectors requiring full decision auditability.
Microsoft 365 companies
Organizations already on M365 — workflow is a natural extension, no new licences.
Implementation process
Document workflow implementation process
We implement the solution in a structured model that clarifies project stages, integration with the current environment and further development across the organization.
Stage01
Audit of current processes (1–2 weeks)
Mapping current approval paths per document type. Identifying bottlenecks and audit gaps.
Stage02
Workflow design (1 week)
Approval paths per document type, permission schemes, SLAs, escalations. Approved by process owners.
Stage03
Configuration and integrations (2–3 weeks)
Building Power Automate workflows, Power Apps forms, Teams Adaptive Cards integration and accounting system integration.
Stage04
Training and go-live (1 week)
Sessions for requesters, approvers and admins. Internal materials. Launch with active support.
Stage05
30 days of post-launch support
Workflow tweaks, additional document types, training for new hires. After 30 days the organization runs it on its own.
Stage 1 of 5
Audit of current approval paths
Recommended workflows per document type
Implementation and accounting integration plan
FAQ
FAQ about document workflow
How long does the implementation take?
For the first document type (e.g. cost invoices): 4–8 weeks. Each additional type (contracts, requests) adds 2–4 weeks. A 3-type bundle: 8–12 weeks.
Do we need new licences?
Most often not. Microsoft 365 E3/E5 already includes SharePoint, Teams, Power Automate and Power Apps at levels sufficient for most workflows. Sometimes a Power Apps Per User Plan is needed for more advanced apps.
Do you integrate with accounting systems (Comarch, Symfonia, Sage)?
Yes. We standardly integrate with Comarch ERP/Optima, Symfonia, Sage, SAP, Microsoft Dynamics. If the system has an API, we use it; if not, we use RPA.
Can managers approve from a phone?
Yes. Adaptive Cards in Microsoft Teams let a manager approve a document with one tap from their phone, no separate login. It's natural for anyone already using Teams.
What about KSeF (Poland's National e-Invoicing System)?
We adapt the invoice workflow to KSeF: sales invoices issued directly to KSeF, cost invoices pulled from KSeF into the approval workflow. Full alignment with 2026 requirements.
Are trainings part of the package?
Yes. Separate sessions for requesters, approvers and admins. Plus internal materials (PDF + short videos) with procedures specific to your company.
What after 30 days of support?
The organization runs on its own. We can offer a support retainer for workflow evolution (new document types, improvements) or leave you with a ready, working system.
Related materials
Related solutions
Related knowledge base articles
Automating document workflows in a company
How to design approval workflows on M365
Approval bottlenecks — document approval workflow
The most common bottlenecks in approvals and how to fix them
Adaptive Cards and mobile approvals in Microsoft Teams
How to build fast mobile approvals in Teams
Invoice automation 2026 (KSeF, JPK)
KSeF + invoice automation in companies
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In-depth analysis
Electronic document workflow — what to know
An electronic document workflow project typically pays back in the first 6 months — through shorter invoice approval times, less manual accounting work and full auditability. In companies it most often starts with cost invoices, then moves to contracts and employee requests. Microsoft 365 provides a ready stack: SharePoint + Power Automate + Teams cover most scenarios with no additional purchase.
A good workflow rollout isn't just technical implementation. It is a business project covering an audit of current processes (who approves what, where the bottlenecks are), designing new (simplified, auditable) workflows, Power Automate configuration, Teams mobile approvals, accounting integration and training. Without these elements the rollout becomes an expensive, lightly-used system.
The biggest impact of workflow comes in companies with 30+ cost invoices a month, in distributed management organizations and in regulated industries (legal, financial, medical, pharma) requiring full auditability. Typical payback: 6–12 months through shorter approval times, less manual work and full GDPR / audit compliance.