Streamlining the Order Process with an Agile Business Application

Quick facts

• In the project, an agile business application was created using Microsoft Power Apps, providing the company with real-time visibility into orders and a smoother process that saves employees’ time.
• Previously, orders were made by sending an Excel file via email to the supplier. Annually, orders were made over 700 times.
• The Excel-based order process was neither reliable nor transparent, nor did it provide a possibility for tracking.
• The manual process was also prone to human error.
• The client also participated in Sulava’s course, which inspired the identification of business challenges.

When a company wants to improve its efficiency, it is worth periodically examine various business processes. Do they all work together and support operations in the best possible way?

Technology offers many ways to streamline processes, such as utilizing data and automation. When high-quality data is collected, analyzed, and utilized in real-time, the company can make better decisions, optimize operations, and plan for the future.

If things were previously handled, for example, in Excel, modern business applications can boost the company’s efficiency without massive coding. The most important thing is to identify which critical business process would benefit from development.

A Smoother Order Process

Our industrial client also recognized the need to modernize various business processes, and the first example chosen was the development of the hydraulic hose order process.

Previously, installers ordered new hoses by sending a filled Excel file via email to their supplier. Annually, orders were made over 700 times by dozens of different installers, resulting in a significant email flow with attachments. The Excel-based order process was neither reliable nor transparent, and the company could not track order quantities or the exact products ordered in real-time. The manual process was also prone to human error.

“Our clients widely recognize that it is problematic if the company doesn’t have an overall view of an important process, but the information is fragmented when handled in different documents. The idea of managing operations, for example, with Excel is not a sustainable solution in the long run, but a common way to operate,” says Ville Puurtinen, a customer manager at Sulava, and continues:

The opportunities for streamlining processes often lie in making the process-related information more easily accessible and ensuring that information transfers seamlessly and reliably from one system to another.

New Opportunities with Power Apps

Before the project, the client participated in Sulava’s Become a Power Platform Low-code Developer in 10 Weeks course, which covers the platform’s possibilities for business efficiency and brainstorms ways to solve the company’s business challenges. The goal is to develop this solution during the training. The ten-week program includes 10 training days and 10 hours of Sulava’s coaching to support development, allowing the lessons to be immediately applied to one’s work.

One purpose of the trainings is to inspire clients to identify business challenges. Such awakening is useful because it is human nature for each of us to get used to a certain way of working in our company. You can start with those low-hanging fruits

…says Mikko Berg, Senior Consultant at Sulava, who also implemented the streamlining of the order process for the client and is the trainer on several Sulava Power Platform courses.

During the course, the client’s representative was inspired by the possibilities and convinced of Sulava’s expertise in Power Platform and process development. They asked Sulava to help renew the order process.

Sulava’s team implemented an application with Power Apps that replaced the Excel file previously sent by email by the installers. The goal was for the installers to conveniently order hoses from the supplier with one application on all devices, both mobile and desktop.

Power Platform is Microsoft’s low-code platform, which does not require traditional programming skills for development. Power Apps is one of the five different tools in Power Platform. With Power Apps, a company can develop its business applications cost-effectively. Since Power Apps utilizes a visual interface and ready-made components, creating applications is agile.

The Result: Better Visibility and Smoother Operations

The application was developed agilely and launched for the installers at the beginning of 2025. Thanks to the customized Power App for the company, the order process now works seamlessly. At the same time, the application provides the company with plenty of data on both the functionality of the order chain and the need for hydraulic hoses.

“Previously, the client had no visibility into hydraulic hose orders. Now that all installers use the same application, the information is available to the company in real-time. The client has a completely different level of visibility into the entire process, and operations can be directed,” Berg summarizes and continues:

With Power Apps, the order process is also smoother, more reliable, and easier to use. At the same time, installers save time for actual installation work. It has been nice to hear that the client has been very satisfied with us as a partner.

When business processes do not support efficient operations, it is time to look for new solutions. In this example, our high-tech industrial client renewed and streamlined their hydraulic hose order process by utilizing Microsoft Power Apps. Technologically, there are many different options for streamlining and improving, such as utilizing AI agents. When you contact us, we will map out the best options for you together.

Read how we have helped other clients, for example how YIT implemented the GateApp tool for decision-making and risk management.

Writer: Mirka Kurkela
Published: May 2025