Automating Requisitions at Tundra Incorporadora: A SharePoint and Power Automate Solution

Introduction

Tundra Incorporadora, a leading real estate development company based in Porto Alegre, Brazil, is known for its innovative and sustainable projects that transform urban landscapes. As a growing company with diverse departments and expanding operations, Tundra Incorporadora recognized the need for an efficient system to manage internal requisitions—such as purchases or expense reimbursements—while ensuring transparency and accountability. As a full-stack developer, I was tasked with building a bespoke requisition flow system using SharePoint, Power Automate, and Outlook to streamline this process and support their business goals.

Overview of the Requisition Flow

The requisition system I developed automates the entire process from submission to final recording, ensuring efficiency and transparency. Here’s how it works:

• Requisition Submission: Employees submit requisitions using a user-friendly form built on SharePoint lists, capturing details like requester name, department, type, amount, justification, and supporting documents.
• Approval Workflow: The requisition is routed to the sector director for initial approval, then to the financial director, and finally to the financial manager for payment order creation, with each step triggered by Power Automate flows and notifications via Outlook.
• Payment Processing and Confirmation: The financial manager processes the payment, and the financial director confirms completion in SharePoint, moving the requisition to an archived list.
• Data Analysis: Completed requisitions are stored in a SharePoint list connected to Power BI, enabling detailed financial analysis and reporting.

This step-by-step process ensures that every requisition follows a clear chain of approvals while maintaining a transparent audit trail.

Technologies Used

The system leverages Microsoft’s productivity suite—SharePoint for data storage and forms, Power Automate for workflow automation, and Outlook for notifications:

• SharePoint: Used to create requisition forms and store all related data, with permissions ensuring access control.
• Power Automate: Automates the approval workflow, handling conditional logic and status updates in SharePoint lists.
• Outlook: Sends email notifications to approvers at each stage, ensuring timely communication.

Implementation Challenges and Solutions

Building this system required addressing several challenges:

• Dynamic Approval Routing: Ensured each department’s director approves requisitions by querying a SharePoint list mapping departments to directors.
• Integration with Banking Systems: Payment orders are currently manual, with potential for future API integrations.
• User Adoption: Provided training and user guides to encourage usage, with intuitive forms designed for ease of use.
• Data Security: Implemented SharePoint’s information rights management and set granular permissions to protect sensitive data.

Benefits

This requisition flow system has brought significant advantages to Tundra Incorporadora:

• Efficiency: Automated workflows reduce processing time by eliminating manual routing.
• Transparency: Every step is recorded in SharePoint, providing a clear audit trail.
• Accountability: Defined approval paths ensure only authorized personnel can approve requisitions.
• Data-Driven Insights: Integration with Power BI enables detailed financial analysis and reporting.
• User-Friendly: Simple forms encourage widespread adoption across departments.

Conclusion

The requisition flow system I built for Tundra Incorporadora has transformed their internal processes by automating approvals, enhancing transparency, and providing actionable data through Power BI. By leveraging SharePoint, Power Automate, and Outlook, I created a scalable solution that meets current needs while allowing room for future enhancements—such as mobile accessibility or deeper banking integrations. This project exemplifies how modern tools can streamline complex workflows while supporting business growth.