Audit Management App
A UK facilities management business needed to bring audit tracking and management into the same platform as its third-party mobile audit app. We built an Audit Management app on Power Platform that connects audit retrieval, storage, distribution and reporting through Power Automate and APIs, with automated client report distribution and live compliance visibility across every site.
Audit Management split across a mobile app, SharePoint and email
The client’s Audit Management process started well: field engineers carried out audits on phones and tablets through a third-party mobile audit app, with structured templates and clean digital output. The gap was everything that happened next. Once an audit was completed, there was no central system for storing it, tracking it or sending it to the right client, so the back-office work was largely manual.
Managers had to log into multiple locations to find completed audit reports, then copy them into the relevant SharePoint folder by hand and email the right contact at the client. With audits coming in from across the portfolio, this took real time every week and left room for things to slip through. There was also no consistent way for administrators to define where each audit should live, so storage drifted from site to site over time.
The client wanted an Audit Management platform that joined the mobile audit app to a single governed system, handled storage and distribution by rule rather than by hand, tracked expiry dates and gave managers a live view of compliance across every site.
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Manual audit tracking
No centralised visibility of completed audits across the business, with managers checking multiple sources to find the latest report.
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Fragmented storage
Audit reports stored across multiple locations with no consistent structure or governance.
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Manual client distribution
Sending audit reports to clients was entirely manual, costing time and leaving room for the wrong contact, wrong file or wrong site.
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No expiry tracking
No system to track when audits were due for renewal or flag upcoming expiries before they lapsed.
Audit Management joined up from mobile app to client inbox
We built the Audit Management platform as a model-driven app on Microsoft Dataverse, with Power Automate and API integration tying it back to the client’s third-party mobile audit software. Completed audits are pulled in automatically, stored in the correct SharePoint location and distributed to clients based on per-site rules. The same patterns sit behind our wider Power Platform consultancy work for facilities management.
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Automated audit retrieval through Power Automate and APIs
Power Automate flows connect to the third-party audit app via its API and pull completed audits as engineers finish them on phones and tablets. Each audit is processed and written into the Audit Management platform, ready for storage and distribution. No one logs into a separate system to chase yesterday’s reports.
Power AutomateAPI IntegrationSharePointAuto Retrieval -
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Configurable storage structure per site
Administrators register audit templates in the model-driven app and define the target SharePoint site, document library and folder structure for each one. When an audit comes back from the field, it lands in the correct location automatically. Storage stays consistent across the portfolio, even as new sites are added.
Model-Driven AppSite TemplatesDataverseStorage Rules -
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Automated client distribution by rule
Each audit template carries a flag for whether the audit should go to the client. When a completed audit matches the rules at both site level and template level, Power Automate emails the report to the right client contact without anyone touching it. The Audit Management platform replaces the manual distribution step that used to slow everything down.
Power AutomateAuto DistributionEmail IntegrationRules Engine -
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Centralised dashboards and expiry tracking
Managers open the Audit Management app to see every audit for a given site, including current status, last completed date and renewal date. Automated notifications flag upcoming expiries based on the client’s renewal rules, and a built-in Power BI dashboard surfaces compliance across the full portfolio in real time.
Model-Driven AppPower BINotificationsExpiry Tracking
Eight weeks from discovery to go-live
A structured programme integrating the client’s third-party audit app with Power Platform. The Audit Management build was deployed through a governed pipeline across Dev, Test and Production environments, following Microsoft Power Platform ALM guidance, with regular client checkpoints and end-to-end testing throughout.
Integration Architecture
The Audit Management integration was built with reliability and governance at its core. Power Automate flows monitor the third-party API continuously and retrieve new audits as engineers complete them in the field. Storage and distribution rules are configurable per site, giving administrators full control without code changes.
⚙️Smart Automation
- ✓API-driven audit retrieval
- ✓Site-based storage rules
- ✓Automated client emails
- ✓Expiry notifications
- ✓Real-time compliance dashboard
Audit Management joined up from field to client
Audit Retrieval
Completed audits pulled from the mobile app and stored in SharePoint automatically, with no one logging into multiple systems.
Client Distribution
Reports sent to the right client contacts automatically based on configurable rules. No manual email processing.
Storage Control
Every audit stored in the correct SharePoint location based on site-level configuration set by administrators.
Compliance Tracking
Power BI dashboard provides live visibility of audit status, expiries and compliance across every site.
Expiry Notifications
Automated reminders sent ahead of audit expiries, so renewals are planned in rather than chased after the fact.
Audit Visibility
Managers see every audit for a specific site in one place, with filtering, search and renewal status side by side.
Got a manual process you want to replace?
Book a free 30-minute discovery call. We will map your current process, show you what the Power Platform can do for your business and give you a clear view of what is achievable, with no commitment required.