Enterprise IT
AI-Driven Equipment Request Automation for an Enterprise IT Department
How we replaced a 3-5 day email-based approval process with intelligent dynamic forms that auto-generate business justifications and route approvals instantly.
Days → HoursProcessing time cut
M365Native integration
4-6 weeksFull deployment
Client Profile
Large enterprise with high-volume IT procurement across multiple departments, processing hundreds of equipment requests monthly through manual email chains and static forms. Result
Request processing cut from 3-5 days to hours. AI-generated justifications reduced rejections, and the system scaled across IT, facilities, and operations with zero code changes. BEFORE
3-5 days per request via email
No business justification context
Requests sent to wrong approvers
Manual status tracking by IT team
Inconsistent approval decisions
AFTER
Hours, not days to fulfill
AI writes the business case
Smart routing to right manager
Automated tracking & notifications
Data-driven, consistent approvals
Challenges
- Equipment requests handled through emails and static forms, creating a slow and error-prone process
- Each request averaged 3-5 days with multiple back-and-forth exchanges between requester and IT
- Managers lacked business justification context, leading to inconsistent and arbitrary approval decisions
- No automated routing — requests often sent to wrong approvers, causing further delays
- IT team spending hours of administrative time tracking request status and following up
- No standardized documentation for equipment needs, making budget tracking impossible
Solution
CONAIS Dynamic Forms — AI-powered request forms that adapt in real-time, auto-generate business justifications, and intelligently route approvals within Microsoft 365.
- Dynamic form generation that adapts fields on-the-fly based on equipment type and department
- AI-powered field suggestions and auto-completion reducing form filling time and errors
- Business justification generator creating data-backed rationales automatically from request details
- Intelligent approval routing to the right manager based on request type, cost, and hierarchy
- Full change tracking and commenting system providing transparency across the approval chain
- Native integration with Microsoft 365 — Teams notifications, SharePoint storage, Outlook alerts
How It Works
1
Fill Dynamic Form
Employee selects equipment type. Form adapts fields in real-time based on department and request type.
2
AI Justification
AI automatically generates a data-backed business justification from the request details.
3
Smart Routing
Request routes to the correct approver based on cost threshold, type, and hierarchy.
4
Approved & Fulfilled
Manager approves with full context. Automated notifications track every step to completion.
Outcomes
- Request processing time reduced from 3-5 days to hours with automated routing and pre-filled justifications
- Approval rejection rates dropped as AI-generated justifications provided managers with clear business context
- System adopted across IT, facilities, and operations departments without any code modifications
- Administrative overhead eliminated — IT team no longer manually tracks and follows up requests
- Multilingual support enabled global departments to use the same system in their preferred language
- Full audit trail and change history for compliance and budget tracking purposes
Timeline: 4-6 weeks for full deployment including integration with existing Microsoft 365 environment.
Still processing requests through email?
Let AI handle the paperwork while your team focuses on what matters.
Automate Your Workflows