When it comes to creating a contract with Microsoft Dynamics 365 Project Service Automation (PSA), users sometimes find that the path from opportunity to quote and contract is long, slow, and involves too many clicks. To make it more efficient and cut down on the number of clicks, we can combine the capabilities of Power Apps with Power Automate flows.
Most people like tooling that helps take care of small steps automatically like creating a basic project-specific price list, the Quote line details, or milestones.
Let’s walk through what’s involved at each step to go from Opportunity to Quote to Contract and navigate the entire process more efficiently.
Navigating the process
Step 1: Create the Opportunity by navigating to Opportunity Entity in Project Service App.
Step 2: When saving the opportunity a Power Automate flow runs behind the scene that does the following:
- Creates the Quote automatically based on the billing type
- Generates the Quote Line record
- Fills the project-specific Price List (developed in Power Apps)
This is now easy to edit since the interface can be made a bit more user-friendly and it directly updates the Roles Prices in the Price list. This, too, is a somewhat lengthy process with the out of the box capabilities in PSA.
- Generate the Quote Line Detail, with one line developed in Power Apps. The details will include:
- The role being quoted
- Quantity set as one hour
- The rate from the default price list on the opportunity
Step 3: Now the sales person can open the Quote Line Details to add more lines when needed.
Step 4: After the Quote is ready and the negotiations are done with the client, mark the Quote as won, which does the following:
- Marks the Quote as won
- Creates the contract automatically with all the information in the quote (using the out of the box feature)
- Automatically marks the related Opportunity as Won as well. This is done via a Power Automate flow which looks for the Opportunity from where the Quote was created and marks it as won. This is typically a manual process in PSA, but using Power Automate this can be handled automatically.
This process demonstrates the power of Power Automate flows and how much time can be saved. The standard process takes a fair number of clicks and entries to be completed correctly and is therefore more time consuming. Power Apps also helps you improve the UX (User Experience) and enrich the look and feel of the app. At the same time it helps reduce the navigation between entities.