We were able to present this project today at the dox42 Day in Vienna, together with Alexander Tschernutter (Vienna Airport) and Peter Paul Kirschner (ACP cubido), and show how procurement processes can be sustainably improved through intelligent automation.

Over 100 procurement procedures are carried out at Vienna Airport every year – from IT projects and construction services to vehicle procurement. Each tender must meet strict compliance requirements, go through several approval steps and be documented in an audit-proof manner.

This process used to be very manual. Documents were copied from templates, adapted and revised several times. Approvals were sometimes still made using printed circulation sheets. This led to long throughput times, increased potential for errors and limited transparency.

Together with ACP cubido and us, the process was completely digitalized with the help of dox42 and Microsoft Power Automate.

The solution combines automated document creation with digital approval processes. Tender documents are automatically generated from structured data, approvals are controlled digitally and documents are stored centrally and in an audit-proof manner. This creates a single source of truth for all parties involved.

The results speak for themselves:

• Up to 75 % faster creation of tender documents
• Up to 60 % faster approval processes
• 100% auditable documentation
• More transparency and fewer sources of error

Automation relieves purchasing staff of routine manual tasks and allows them to focus more on strategic issues.