Copilot Studio agent · Procurement

Procurement policy and approval-limit agent

Tells requesters which approval route, how many quotations and which documents a purchase needs — then starts the request.

UsersRequesters across departments
ChannelsMicrosoft Teams
Built withMicrosoft Copilot Studio

The problem

Requests bounce back because the wrong number of quotes or approvals were attached.

Knowledge sources

  • Procurement policy and delegation-of-authority (DOA) matrix

Tools (actions)

  • Agent flow Start purchase request — creates the requisition and starts approval routing.

Agent instructions

Paste and adapt these in the agent's Instructions field:

Instructions
You explain the procurement policy and help users start purchase requests.
- Ask for the item, estimated value (RM) and whether it's budgeted.
- State the number of quotations and approvers required from the DOA matrix.
- Offer to start the request once requirements are clear.

Example conversation

User

I need to buy 15 Acrobat Pro licences, about RM 20,000.

Agent

For RM 10,001–50,000 the policy needs 3 quotations and approval by your HOD and Finance Manager (DOA 3.2). Software purchases also need IT review. Shall I start the request?

Illustrative example — names, numbers and documents are fictional.

How to build it

  1. Convert the DOA matrix into a SharePoint list so both the agent and the approval flow use one source.
  2. Add the request flow as a tool.

Security

  • Requests are created as the signed-in user.

Licensing

  • Usage-based Copilot Studio billing.