Digital tendering platform with Microsoft 365 – automated processes for secure contract awards

Optimization of tendering processes with an individually developed solution based on SharePoint, Power Automate and Power Apps - secure, transparent and fully integrated into Microsoft 365.

Customer

Customer benefits

Automated contract awards - standardized and legally compliant tenders in M365
Full data control - all documents are stored in your own Microsoft tenant
Easy customization - award rounds and templates can be changed flexibly
Transparent processes - clear structures and archiving ensure traceability

Technology stack

"With the new platform, our contract awards are much more efficient and transparent. In particular, the secure processing in Microsoft 365 gives us confidence and future security."

IT Manager

Challenges of the customer

The tendering app previously used by a third-party provider was no longer available. For our customer, this meant the opportunity to build their own solution: fully integrated into Microsoft 365, with automated workflows and strict authorizations. At the same time, legal requirements had to be met and sensitive data had to be protected. The aim was to create a platform that digitizes and securely processes contract awards and can be further developed independently by the specialist departments.

Our approach

Process recording & workshop

In a two-hour workshop, the previous procedures were documented and written out as a process. Requirements such as two-round awards, automatic notifications and archiving were jointly prioritized.

Technical design

A SharePoint list model was designed that maps bidders, companies and tenders in a structured manner. At the same time, an authorization concept was developed to ensure that bids are only visible after the deadline has expired.

Automation with Power Automate

Power Automate Flows automatically create bidder folders, send e-mails and control deadlines. Special cases such as deadline extensions or subsequent bidder additions have also been taken into account.

Input masks with Power Apps

Employees use intuitive forms to enter tenders, store contacts and select document templates. All entries are saved directly in SharePoint.

Test & handover

After a successful test phase, the system was handed over to our customer's internal IT team. The employees were trained for the new solution so that extensions and adjustments can be made internally in future.

Results for the customer

Time savings in document management per tender

0 %

Digital storage of all tender documents in SharePoint

0 %

Further results:

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