Automated Procurement & Vendor Approval System

This project involved designing and implementing a highly automated procurement and vendor approval system for a mid-to-large scale manufacturing organization. The objective was to eliminate manual procurement processes, reduce approval delays, and ensure compliance with internal policies.

The system begins with employees submitting purchase requests through a structured form integrated with SharePoint. Each request includes item details, budget allocation, urgency level, and vendor preference.

Using Power Automate, a dynamic multi-level approval workflow was built. Requests are routed based on department, budget thresholds, and item category. For example, high-value requests automatically trigger additional approvals from finance and senior management.

A vendor onboarding workflow was also integrated, where new vendors must submit compliance documents such as GST details, certifications, and bank information. These documents are validated and approved through automated flows.

The system integrates with an external ERP system via API to sync approved purchase orders, ensuring seamless data flow between platforms.

Automated notifications are sent via email and Microsoft Teams at each stage, while escalation rules ensure that delayed approvals are flagged and reassigned.

The solution includes audit tracking, approval history logs, and compliance checks, making it suitable for regulated industries.

Overall, the system significantly reduced procurement cycle time, improved transparency, and ensured strict compliance with organizational policies.