Audit Management App
A facilities management company needed to integrate audit tracking and management with their existing third-party mobile audit app. We built an Audit Integration system using a model-driven app, Power Automate and APIs, connecting audit processes, retrieval, storage and reporting into a single governed platform with automated client report distribution, enhancing overall communication and compliance.
Disconnected audit processes across multiple systems
The company faced significant challenges in tracking and managing audits. The existing process involved a third-party mobile audit app where field engineers conducted audits on phones and tablets, but the completed audits had no centralised system for storage, tracking or client distribution. Managers had to manually access multiple locations to find audit reports, and client distribution was an entirely manual process.
Additionally, the lack of a centralised system made it difficult to manage and control the distribution of audit reports. There was no easy way for administrators to define where audit documents should be stored based on site and client requirements. The company needed a more efficient and organised approach to audit management to ensure timely and accurate distribution of reports.
-
Manual audit tracking
No centralised visibility of completed audits across the organisation.
-
Fragmented storage
Audit reports scattered across multiple locations with no consistent structure.
-
Manual client distribution
Sending audit reports to clients was entirely manual, time-consuming and error-prone.
-
No expiry tracking
No system to track when audits were due for renewal or flag upcoming expiries.
Seamless integration between mobile audits and centralised management
We implemented an Audit Integration solution using a model-driven app, Power Automate and APIs to connect the third-party mobile audit software with a centralised management platform. The solution automatically retrieves completed audits, stores them in the correct SharePoint locations and distributes reports to clients based on configurable rules.
-
01
Automated Audit Retrieval — Power Automate & APIs
Power Automate flows connect to the third-party audit app via API, automatically retrieving completed audits from phones and tablets. Each audit is processed and stored in SharePoint based on site-specific configuration defined by administrators.
Power AutomateAPI IntegrationSharePointAuto Retrieval -
02
Configurable Storage Structure — Model-Driven App
Administrators create audit templates in the third-party app and define the target SharePoint site, document library and folder structure. When an audit is completed, it’s automatically stored in the correct location based on these settings, ensuring consistent organisation across all sites.
Model-Driven AppSite TemplatesDataverseStorage Rules -
03
Automated Client Distribution — Power Automate
Each audit template includes a yes/no field to determine whether the audit should be sent to clients. When an audit is completed and both the site template and individual audit are marked “yes” for client distribution, the report is automatically sent to the client via email with no manual intervention required.
Power AutomateAuto DistributionEmail IntegrationRules Engine -
04
Centralised Audit Management & Dashboards — Model-Driven App
Users access the model-driven app to view all audits for specific sites, track expiry dates and receive automated notifications when audits are due for renewal based on company requirements. A built-in Power BI dashboard provides real-time visibility of audit compliance across the entire portfolio.
Model-Driven AppPower BINotificationsExpiry Tracking
Eight weeks from discovery to go-live
A structured delivery programme integrating the third-party audit app with Power Platform. All work delivered through a governed pipeline with regular client checkpoints and comprehensive testing.
Integration Architecture
The integration was built with reliability and governance at its core. Power Automate flows monitor the third-party API continuously, retrieving new audits as they’re completed. All storage and distribution rules are configurable per site, giving administrators full control without requiring code changes.
⚙️Smart Automation
- ✓API-driven audit retrieval
- ✓Site-based storage rules
- ✓Automated client emails
- ✓Expiry notifications
- ✓Real-time compliance dashboard
Streamlined audit management from field to client
Audit Retrieval
Completed audits automatically retrieved from the mobile app and stored in SharePoint without manual intervention.
Client Distribution
Audit reports sent to clients automatically based on configurable rules. No manual email processing required.
Storage Control
Every audit stored in the correct SharePoint location based on site-specific configuration set by administrators.
Compliance Tracking
Power BI dashboard provides instant visibility of audit status, expiries and compliance across all sites.
Expiry Notifications
Automated reminders sent when audits are approaching expiry, ensuring timely renewals and continuous compliance.
Audit Visibility
Managers view all audits for specific sites in one centralised location, with filtering and search capabilities.
Still running inspections on paper?
Book a free 30-minute discovery call. We will map your current inspection process, show you what a digital solution looks like and give you a clear view of what is achievable — with no commitment required.