Procurement

Automated Audit Preparation

Automated Audit Preparation ensures that all required evidence for an audit is complete, accurate, and available without manual searching. Certificates and documents are automatically collected from SharePoint, assigned to the audit checklist, and prepared for reviewers — secure, fast, and fully traceable.

PromptingBirds implements the solution end-to-end, fully compatible with Microsoft 365 and Azure Foundry, including secure data handling and guided enablement for your teams.

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Definition

What is Automated Audit Preparation?

Automated Audit Preparation is a workflow that uses AI to locate, assign, and prepare all required audit evidence. The process begins with the audit announcement, scans internal storage such as SharePoint, and delivers a fully completed audit checklist. A Copilot supports every step, reduces coordination effort, and ensures all compliance requirements are met.

Impact

Which opportunities Automated Audit Preparation unlocks

Automated processing of 100% of relevant audit evidence without manual preparation.

Up to 80% faster preparation through automated document collection.

Transparent status of all required certificates, including completeness and availability.

Consistent process for Quality Management, Procurement, and Compliance.

Fully documented and audit-proof steps for internal and external reviews.

Process

How does Automated Audit Preparation work?

1

Audit Announcement

Triggers the workflow

2

Document Search

Copilot scans SharePoint

3

Assignment

Evidence linked to checklist

4

Delivery

Compiled for auditors

5

Reminder

Missing items escalated

6

Handover

Final audit package

Result

The workflow prepares audits fully automatically and delivers a clean, structured, and verified document package for the audit process.

Business Value

Benefits for companys

More Reliability

Clear, traceable documentation

Less Coordination

Automated preparation saves time

Higher Consistency

Standardised audit workflows

Proof & Impact

Business Impact

80% Time Savings

Preparation effort drops from around 100 hours to roughly 20 hours per major audit.

€7,200 per Audit

Calculated through the monetised time savings at a specialised rate of €90/h.

100% Transparency

Full visibility into available and missing evidence.

Security & Compliance

Secure. GDPR-compliant. Audit-ready.

Processing takes place entirely within the organisation and strictly for audit purposes.

Compatible with Microsoft 365 and Azure Foundry, including role-based access controls.

Evidence is assigned and documented in a fully audit-proof manner.

Clear fallback rules ensure no file is overlooked.

Author

Who built the Automated Audit Preparation?

Andreas Maring, Senior AI Product Manager at PromptingBirds

He combines strategic product thinking with measurable business impact across Microsoft 365 and AI-driven automation projects.

“A good workflow doesn’t feel automated — it just works. AI makes that possible: less friction, more focus, better results.”

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Questions

FAQs

1

What does Automated Audit Preparation include?

The automation gathers all relevant certificates and documents from SharePoint, assigns them to the audit checklist, and prepares them for the audit. You receive a complete and verified audit package without manual searching. This creates clarity, structure, and a reliable process.

2

Which systems are integrated?

The solution works seamlessly with Microsoft 365, SharePoint, and Teams. PromptingBirds implements the integration using your existing storage structures — no additional tools required.

3

How is the workflow triggered?

It starts automatically with the audit announcement. From that point on, the workflow runs independently and prepares all required evidence.

4

What happens if documents are missing?

Responsible teams in QM, Procurement, or Compliance automatically receive a reminder. The workflow ensures gaps are noticed early and resolved

5

What are the benefits for Quality Management?

You gain a clear, reliable, and structured process that consistently delivers the same quality. It reduces stress before audits and improves coordination across teams.

6

How does PromptingBirds support the implementation?

We guide the entire journey: workflow design, implementation, data integration, testing, and onboarding for your teams. You receive a working solution — not just a concept.

7

Is the workflow GDPR-compliant?

Yes. Only internal organisational data is processed, protected by Microsoft 365 security measures, and used strictly for audit purposes.

8

How much time can realistically be saved?

Up to 80% of preparation time for major audits. That means 80 hours saved per audit and significantly reduced coordination effort.

9

Which stakeholders benefit most?

Primarily Quality Management, Procurement, and Compliance. Each role gains clarity, structure, and a standardised process.

10

Is the workflow scalable?

Yes. The structure can be extended to additional audit types, locations, or document categories. PromptingBirds ensures long-term maintainability and scalability.