Softomate connects Microsoft 365 to the business systems your team uses every day. We build AI-assisted email, document and approval workflows across Outlook, Teams, SharePoint, Excel and your ERP or CRM. Our existing single-workflow implementation scope is £8,000–£15,000, with licences and usage listed separately.
01. What we build
We start with the task your employees are carrying between applications. Power Automate can coordinate the steps, while AI interprets an enquiry or document where that is useful. The result should reach the appropriate business record and owner, with the necessary approval before an action is committed.
Read an enquiry from an approved mailbox, extract the required details and prepare the CRM record. Match existing customers before creating a duplicate, then assign a follow-up task.
Explore outlook enquiry to crmBring a draft response, quotation or exception to the responsible person. Capture approval and comments, and continue the workflow only when its conditions are satisfied.
Explore teams approvals and tasksUse agreed libraries for document intake and knowledge sources. Preserve document permissions, version context and a route back to the source when staff review an answer or extracted field.
Explore sharepoint document workflowsRead or prepare structured spreadsheet data where Excel is part of the process. Define table structure, identifiers and ownership so several people editing a file cannot silently corrupt a business update.
Explore excel and operational recordsConnect the Microsoft workspace to Odoo, Dynamics 365, Salesforce, Sage, SAP, HubSpot, Zoho or a bespoke application, subject to the required connector and system access.
Explore erp and crm connectionsMap triggers, conditions, approvals, retries and monitoring. Keep workflow ownership and the connection inventory documented so the process can be maintained when staff or service accounts change.
Explore power automate implementationMicrosoft 365 is the workplace layer; the ERP or CRM remains the business-record system. Discovery confirms your tenant, licence entitlements, connector availability, administrator requirements and data policies. Native Microsoft 365 Copilot features, Copilot Studio agents and a custom Power Automate integration have different scopes. We recommend the route that fits the task and verify the licence requirements before quoting.
This service suits UK teams that already use Microsoft 365 and repeatedly copy information into other business software. Examples include sales enquiries, invoice approvals and order exceptions. Start with a native feature when it already completes the job. Add a custom workflow when your business rules, external system or approval sequence need implementation work.
Turn an incoming email into reviewed work in the right system.
02. How it works
Identify the mailbox or document trigger, source records, destination fields and responsible employee. Agree whether the result is a draft, an approval request or an authorised update.
Confirm the available connectors, service identities and data policies with your administrator. Record which components are licensed separately and which actions need elevated permission.
Connect extraction, matching, draft preparation and approval. Test forwarded emails, missing fields, duplicate events and rejected approvals, as well as the successful path.
Document the connections, workflow owner, failure notifications and maintenance process. Test what happens when a connection expires or an employee leaves, then agree ongoing support.
Define what the workflow may read, prepare and change. Keep consequential actions behind the permissions and approval rules your business has agreed. A confidence score can help route uncertain results, but the action must also pass the business checks. The integration records the source, the proposed change and the decision.
Test missing information, duplicate events, rejected approvals and unavailable systems alongside the successful path. Agree how staff pause the workflow and recover an incomplete task. The handover identifies the owner, monitoring responsibilities and support arrangements, so an exception reaches someone who can resolve it.
03. Costs and scope
The existing Workflow Starter is £8,000–£15,000 for one workflow with one or two integrations. This is the relevant starting scope for a defined Microsoft 365-to-business-system process. A tenant-wide rollout, several departments or extensive custom connectors requires a separate proposal.
| Scope | Price basis | What it covers |
|---|---|---|
| One workflow and one or two integrations | £8,000–£15,000 | Existing Workflow Starter scope, with agreed acceptance tests. |
| Additional departments and custom connections | Scoped separately | Extra workflows, migration, custom connectors and more complex approvals. |
| Microsoft and AI running costs | Listed separately | Licences, premium connectors where applicable, AI usage, hosting, monitoring and VAT treatment. |
Bring the current process and a representative sample to a scoping call. The written proposal separates implementation from licences, usage and support, records VAT treatment, and identifies exclusions. We agree the acceptance tests and responsibilities before the build starts.
04. Worked example
A forwarded enquiry may contain both the sender and the original customer. A useful acceptance test checks that the CRM receives the intended customer, not simply the first email address found. The same test should show a draft response, the assigned employee and the record of approval before sending.
Inspect the RFQ approval walkthrough to see how missing inputs and price validity affect a proposed business action.
05. FAQs
No. The required products depend on the workflow design. A Power Automate flow, an AI extraction component, a Copilot Studio agent and a Microsoft 365 Copilot feature are different options. We check the available capabilities and licence requirements for your tenant before deciding which combination to implement.
Yes, where a supported connector or approved interface provides the necessary access. We work with Odoo, Salesforce, Sage, SAP, HubSpot, Zoho and bespoke systems as well as Dynamics 365. The edition, hosting and available API operations determine the exact connection and what it may change.
They can. Approval rules are part of the workflow design, including who may approve, what information they see and what happens after rejection. A draft can remain inside the workflow until approval is recorded. The integration should enforce this boundary rather than relying on an instruction in an AI prompt.
Yes, an assistant can retrieve permitted business information through an agreed Teams interface and integration. Access should reflect the employee’s role and the records they are allowed to see. We define the answer sources, supported questions and permitted actions before building the assistant.
The agreed workflow scope includes process mapping, configured connections, business rules, approval handling, acceptance tests and handover documentation. The proposal separates additional workflows, licences, model usage and support. We also identify who owns each connection and who receives an alert when a step fails.
Our existing standard workflow service typically takes four to eight weeks. Administrator access, connector readiness, representative test data and stakeholder reviews affect the schedule. A wider rollout has separate milestones. The proposal records the dependencies so your team knows what must be available at each stage.
These guides and services explain the connected buying decisions.
Speak with Deen Dayal Yadav, founder of Softomate Solutions, about your current systems and the first workflow. Our team is based in Stanmore, London, with delivery across the UK.
Platform documentation explains individual features. Your proposal defines how those features are configured and tested in your business workflow.
Deen Dayal Yadav
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