Automate SharePoint & Xero Workflows

1. Overview
Qualtec is seeking to engage a freelancer to design and implement a series of automated workflows using:
• Microsoft Power Automate,
• SharePoint (Document Libraries and Lists),
• Xero (for invoicing),
• and Power BI (for reporting).
Some workflows are already partially implemented. The objective is to complete, optimise, and standardise automation across course management, invoicing, and reporting processes.
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2. Objectives
The successful freelancer will:
• Design and implement automation workflows across multiple business areas,
• Integrate SharePoint, email notifications, and Xero,
• Ensure all workflows are scalable, auditable, and reliable,
• Minimise manual data entry and duplication across systems,
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3. Scope of Work
3.1 Invoicing Workflow (Instructor Payments)
When a trainer uploads a Student Results file to a SharePoint folder:
• Read the uploaded Excel file,
• Calculate the number of students who have passed,
• Match the certification cost from a predefined fee table (e.g. FAR €12.50, CFR €10),
• Calculate total invoice value (students × rate),
• Generate an invoice in Xero,
• Store the invoice number and invoice date in the SharePoint PHECC Courses List,
• Update the list when payment is received,
• Automatically send monthly payment reminder emails until the invoice is paid,
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3.2 Course Registration Workflow (QQI / General Courses)
Course Setup
When a course group is created in Act! CRM:
• Create a corresponding folder in SharePoint Document Library,
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Booking Capture
When a student registers via the website:
• An email notification is received,
• Parse key details from the email including:
o Student Name,
o Email,
o Course Start Date,
o Course Group,
• Add this information to a SharePoint Courses List,
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Folder Structure
• Create a subfolder within the course folder for each student,
• Store a link to the student’s folder in the SharePoint list,
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Student Invoicing
• Generate a customer invoice in Xero based on course cost,
• Save invoice number in SharePoint Courses List,
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Certification Lifecycle
• Schedule automated reminders based on certification expiry:
o 2 months before expiry,
o 1 month before expiry,
• Expiry calculation based on course date (+3–5 years depending on course),
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Certification Completion
When:
• Payment is received,
• Student results are verified and approved,
Then:
• Automatically issue a course certificate via email to the learner,
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3.3 General Course Workflow
The following applies across all courses:
• Automate creation of course folders,
• Capture and log all bookings,
• Maintain structured document storage (course → student),
• Ensure SharePoint lists are continuously updated with:
o booking data,
o invoice data,
o document links,
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3.4 Reporting (Power BI)
Development of reporting dashboards including:
• Number of students per course,
• Trainer performance / satisfaction rates,
• Course completion rates,
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4. Deliverables
The freelancer will deliver:
• Fully functioning Power Automate workflows,
• Integration between SharePoint, email parsing, and Xero,
• Structured SharePoint Lists and Document Libraries,
• Power BI dashboards (if included in scope),
• Documentation of the solution (recommended),
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5. Success Criteria
The solution will be considered successful where:
• Workflow runs reliably without errors,,
• No duplicate course or student records are created,,
• All SharePoint data is accurately updated,,
• Invoice generation is accurate and traceable,,
• Folder structures are created consistently,,
• and the solution is maintainable and scalable.,
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6. Technical Requirements
The freelancer should have experience in:
• Microsoft Power Automate (cloud flows),
• SharePoint Online (Lists and Document Libraries),
• Xero API or connectors,
• Email parsing and data extraction workflows,
• Integration between Microsoft 365 services,
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7. Additional Notes
• Existing partial workflows are in place and should be reviewed,
• The system must support future scaling and additional courses,
• Data structure consistency is critical for audit and reporting purposes,