Ventriloc
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Sonepar

Your lease approval process,
fully digitized.

Microsoft Power Platform development services.
Digitize, automate, and centralize your ATP process
from submission to final approval, end to end.
Prepared for
Travis Mann
VP Operations, Sonepar Canada Inc.
View the proposal
VENTRILOC SONEPAR
01
01 Context & Challenge
DocuSign was a step forward.
It's no longer enough.
The Authority to Proceed (ATP) process governs lease renewal decisions for Sonepar branches. The team made progress by adopting DocuSign for signatures, but the tool was never designed as a process management platform. Tracking, follow-up, and visibility remain entirely manual.
Where DocuSign falls short for ATP
Signing tool, not a workflow platform
DocuSign captures signatures but has no awareness of your ATP logic, approval levels, or business rules
Complex UX for tracking
Finding the status of a request requires navigating DocuSign's interface, not designed for operational follow-up at scale
ATP-1 and ATP-2 are invisible to each other
DocuSign has no concept of the parent-child relationship between both forms. They live as independent envelopes
No centralized overview
Leadership has no single view of all active ATPs. Status checks require manual outreach or inbox digging
External tool, outside the M365 ecosystem
DocuSign is a third-party SaaS with no native integration with Teams, SharePoint, or the Power Platform already in use
Rejection & re-routing is manual
If an approver refuses, there's no automated return-to-sender logic. Someone handles it manually by email
What a purpose-built solution unlocks
Real-time visibility for everyone
One requests summary where every stakeholder sees the live status of any ATP request without leaving Microsoft 365
Intelligent approval routing
Power Automate handles the full 4–5 level chain, including refusals, returns, and exception handling, automatically
ATP-1 & ATP-2 truly linked
The two-step process is a first-class concept in the app. ATP-2 knows its parent, carries forward context, and closes the loop
Teams notifications in context
Approvers get actionable alerts directly in Teams, no need to check a separate tool or a shared inbox
Full audit trail built in
Every decision, comment, and approver action logged in Dataverse: searchable, reportable, permanent
Owned & operated by Sonepar
Built on Power Platform: your IT team can maintain, extend, and evolve it independently, at no additional license cost
DocuSign solved the signature problem. Power Apps solves the process problem. The goal isn't to replace one tool with another. The goal is to give the ATP workflow a proper home: structured data, automated logic, real-time visibility, and a UX designed for how Sonepar actually operates. One platform that makes the entire chain, from branch director to final approval, seamless and traceable.
VENTRILOC SONEPAR
02
02 Expected Benefits
Four measurable outcomes.
Each benefit is a direct result of moving from a manual, email-based process to a structured digital platform built on Microsoft Power Platform. These are not promises; they are the expected results of a well-implemented solution.
Full Traceability
Every decision, approver action, and status change logged automatically. Complete audit trail from submission to signature.
Decision Velocity
Automated routing and Teams alerts eliminate waiting. Approvers act faster when the request comes directly to them.
Single Source of Truth
One centralized requests summary showing all active ATPs, their status, and pending actions. No more inbox archaeology.
Role-Based Access
Each user sees exactly what they need. Requestors, approvers (N1–N5), and admins have tailored views and permissions.
Today
Word forms, email threads, manual follow-ups, scattered decision history
Each request is a separate email chain with no guaranteed response time or visibility
After implementation
Digital forms, automated workflows, requests summary view, full audit trail
One platform where every request is tracked, routed, and archived automatically
This is a paradigm shift, not just a digitization project. Moving from email to Power Apps fundamentally changes how Sonepar manages lease decisions, shifting from reactive follow-up to proactive visibility. Leadership gains a real-time window into every Robertson branch renewal in progress.
VENTRILOC SONEPAR
03
03 Solution Architecture
Built on the Microsoft ecosystem
you already use.
A fully integrated Power Platform solution with no new infrastructure to manage and no external tools to license. Everything runs within your existing Microsoft 365 environment.
Users
Branch Directors
Finance Team
VP Operations
Executives
submit
Front-End
Power Apps
Power Apps
ATP-1 & ATP-2 forms
Requests summary & Approval processes
stores
Data Layer
Dataverse
Dataverse
Secure storage
Event source
triggers
Notifications
Teams
Teams
Approval requests
Status updates
notifies
Automation
Power Automate
Power Automate
Approval flows
Event-driven
Environments
DEV / QA / PROD
Proper deployment pipeline
Interface
Bilingual
French & English
Approval levels
4–5 approvers
Configurable workflow
Infrastructure
M365 native
No new licenses required
Why Power Platform? Sonepar already operates within the Microsoft ecosystem. Power Apps, Power Automate, Dataverse, and Teams are purpose-built to work together, eliminating integration complexity and ensuring long-term supportability by your own IT team without dependency on external vendors.
VENTRILOC SONEPAR
04
04 Solution Features
Everything the ATP process needs.
The application covers both forms and the full approval lifecycle, from initial submission through multi-level sign-off, with complete history retained in Dataverse.
Forms
ATP-1: Initial Request
Lease information, market data, comparable properties, proposed scenario. Linked to the ATP-2 that will follow months later.
ATP-2: Negotiation Summary
5-year negotiated vs. current conditions, modified clauses, negotiation summary. Automatically linked to parent ATP-1.
Workflow & Notifications
Multi-level Approval Flow
4–5 approvers routed automatically. Supports rejection and return-to-requestor logic at any level.
Teams Notifications
Real-time alerts on every action: submission, approval, rejection, or return. Approvers never miss a pending request.
Requests Summary & Access
Centralized Requests Summary
All active ATPs, current status, pending actions, and decision history, visible in one screen.
Role-Based Access Control
Requestors, approvers (N1–N5), and administrators each see a tailored interface with appropriate permissions.
Deliverables included in scope
BRD
Business requirements & architecture document
UI/UX Mockups
Validated screen designs before development
Power Apps
ATP-1, ATP-2 & requests summary
Environments
DEV, QA & PROD configured
Hypercare
Post-launch support & stabilization
VENTRILOC SONEPAR
05
05 Timeline
6 phases. A clear delivery plan.
A structured, iterative approach with concrete deliverables at every milestone. Each phase is validated before the next begins. The BRD phase produces a detailed project plan and refined effort estimate before development kicks off.
Phase W1W2W3W4W5W6W7W8W9W10W11W12
Phase 1 · BRD & Design
Needs Gathering & Workshops
BRD Document & Mockups
Phase 2 · Technical Foundation
Environments & Dataverse Setup
Phase 3–4 · Development & Automation
Power Apps (Forms & Summary)
Power Automate & Teams Flows
Phase 5–6 · Testing & Hypercare
Internal Testing & UAT
Deployment & Hypercare
End of W3 · BRD & validated mockups delivered
End of W9 · UAT complete, solution approved for production
End of W12 · Go-live & hypercare period complete
The BRD phase drives the final timeline. The workshops and discovery sessions in Phase 1 will produce the detailed project plan, refined effort estimates, and the scope confirmation needed before development starts. This ensures the schedule is based on real requirements, not assumptions.
VENTRILOC SONEPAR
06
06 Investment
Transparent estimates. No surprises.
This engagement is structured as time & material at the Ventriloc partnership hourly rate. The table below reflects our best estimate based on current understanding of the scope. The BRD phase will confirm and refine these numbers before development begins.
Effort estimate by phase
Contract type: Time & Material · Fees billed on actual hours worked. Estimates below are based on current scope understanding and will be refined with the BRD deliverable.
ActivityMin (h)Max (h)
Phase 1: BRD & Design
Needs gathering workshops1012
UI/UX mockups & validation1012
Business requirements documentation48
Project planning24
Phase 2: Technical Foundation
Environments & solution setup58
Dataverse modeling1012
Access & permissions44
Phase 3: Power Apps Development
ATP-1 form1418
ATP-2 form1520
Requests summary810
UX optimization612
Phase 4: Automation & Notifications
ATP-1 approval flow (Power Automate)1218
ATP-2 approval flow (Power Automate)1216
Teams notifications56
Phase 5: Testing, UAT & Deployment
Internal testing & bug fixes58
User acceptance testing (UAT)58
Deployment & go-live44
Phase 6: Hypercare
Post-launch support1012
Stabilization & adjustments48
Total estimated hours145200
Hourly rate
$160 / hour
Partnership rate, applied to all professionals on the engagement.
Minimum estimate
$23,200
145 h × $160
Maximum estimate
$32,000
200 h × $160
What is included
BRD document with architecture, processes, roles & validated mockups
Power Apps solution (ATP-1, ATP-2, requests summary)
Power Automate flows & Teams notifications configured
Security roles & permissions configuration
DEV, QA & PROD environments deployed
Go-live support & post-launch hypercare period
Contract validity
Valid from signature date through December 31, 2026. Monthly billing on actual hours worked. Payment terms: 30 days from invoice.
Out-of-scope changes
Any changes beyond the agreed scope will be subject to a formal change request with updated effort estimate before work begins.
VENTRILOC SONEPAR
07
07 Working Assumptions
What we expect from both sides.
For delivery to stay on schedule and within the estimated budget, the following conditions must be met. Full transparency on both sides. These assumptions protect the project and both parties.
Stakeholder availability
Key stakeholders are identified at project kick-off and remain available throughout the engagement. Sonepar feedback within 8 business hours on key validation requests.
Environment access
Access to Microsoft 365, Power Platform admin center, and existing systems provided promptly. Appropriate licenses available for DEV/QA/PROD environments.
Scope stability
Business requirements are stabilized after the BRD phase. Major scope changes after BRD sign-off will be managed as formal change requests with updated estimates.
Approval rules defined
Approval levels, roles, exception handling, and business rules for both ATP-1 and ATP-2 are clearly defined before development begins. No ambiguity in workflow logic.
UAT participation
End users (branch directors, approvers) participate in acceptance testing on an agreed schedule. Up to 3 rounds of mockup corrections are included in the estimate.
No major platform changes
No significant Microsoft 365 or Power Platform environment changes planned during the project. Stable platform throughout development and testing phases.
VENTRILOC SONEPAR
08 Next Steps
Let's move forward.
The process is defined. The technology is ready.
All that's left is to build it.
01
Proposal Review
Review this proposal with Travis Mann and relevant stakeholders. Share any questions or adjustments required.
02
Stakeholder Identification
Confirm the key participants for the BRD workshops: branch directors, finance team, IT, and approval-level representatives.
03
Environment Access
Provision Ventriloc's access to the Power Platform admin center and Microsoft 365 environment to begin technical setup.
04
Project Kickoff
Kick off the BRD phase with the Ventriloc team. First workshop within 5 business days of signed proposal.
Ventriloc
Jean-François Laberge
Co-founder & CEO, Ventriloc
jflaberge@ventriloc.ca
Let's talk about your next success
Travis Mann
VP Operations, Sonepar Canada Inc.
Sonepar
VENTRILOC SONEPAR