EP365 E-shop people pick, you approve and hand over — stock keeps itself in check
Promotional items, company merchandise, small IT and work equipment — a catalogue, a cart, approval and handover from stock inside the Microsoft 365 you already have and pay for. No payments, no third-party cloud and no extra passwords.
Sound familiar?
This is what we hear from companies that hand things out to their people — merchandise, promotional items, small IT or work equipment. Not because they do it badly, but because email and a shared spreadsheet were never built for orders and stock.
“Orders arrive by email and I retype them into a spreadsheet.”
One person writes in chat, another sends an email, a third stops you in the corridor. You assemble the list, keep track of what was promised to whom, and when someone asks “is it coming?” you search old mail.
“Nobody really knows how much is in stock.”
The stock spreadsheet is accurate until the first issue nobody wrote down. T-shirts in size L run out in the middle of a hiring wave and you find out the moment you need to hand them over.
“Who took that jacket last year?”
When management, accounting or an auditor asks, you reconstruct it from memory and emails. There is no verifiable record of who approved the issue and when the employee collected it.
What the E-shop does about it
Five things that take the most work off your hands. The e-shop is most often used for promotional items and merchandise, kit for new joiners, small IT and work equipment — the complete feature list is further down in the details.
From picking in the catalogue to handover, in one flow
An employee browses the catalogue, adds items to the cart and submits an order with a purpose and a date. The administrator gets an email, approves the order — which deducts the goods from stock — and marks it as issued after handover. The requester is informed at every step.
emails, chat and a stock spreadsheet side by side one order queue and stock that adds up on its own
Approval, rejection and cancellation — always with a reason
A rejection carries a mandatory reason the requester sees straight away. They can also cancel it themselves while the order is still open. Cancelling an already approved order returns the goods to stock, so the numbers hold even after a mistake.
“I did write to you that we don't have it” the reason sits on the order and in the email
Sizes and colours with their own stock
A T-shirt is not one item but a set of variants. Stock is tracked per size, so a sold-out L doesn't block an M, and the order carries exactly what is meant to be handed over.
Privacy enforced by SharePoint
A regular user can reach only their own orders and cart — not because the app hides the rest, but because they have no permission to it. Administrators see everything.
A movements journal instead of guesswork
Receipts, order deductions, cancellations and manual corrections are all recorded with who did them and why. Tracing an old handover takes a single filter.
The fastest route: 30 minutes on screen.
No company presentation. We share a screen and click through the app on a sample catalogue — you will see exactly what your people would see.
For those who want to know more
Everything that matters in one place — features, a comparison with the alternatives, security, pricing and answers to common questions.
A catalogue like any online store
Tiles with an image, price and availability, categories, search and star ratings. New items carry a chip so people notice them. Prices can be hidden across the board — for supply rooms handing out work equipment, where they are out of place.
Variants with their own stock
A product can have sizes, colours or finishes, and stock is tracked per variant. The product's stock is their sum, so the tile shows overall availability and the detail shows the specific one.
A cart tied to the account
The cart is stored in your SharePoint, not in the browser — it survives closing the window and switching devices. You find an unfinished order on your phone exactly where you left it on the computer, and the item count shows as a badge in the navigation.
Orders with a purpose and a date
An order records its purpose (a trade fair, a new joiner, a replacement), the requested date and a note for the administrator. Each one gets a number in the form ORD-year-sequence, and its lines become immutable once submitted, for a clean audit trail.
Approval and handover
An order queue by state: submitted, approved, issued, rejected, cancelled, reversed. Approval deducts stock, issuing closes the order. Small teams can switch on single-step fulfilment — approve and issue at once.
Stock with an audit trail
Goods receipts, manual corrections with a note, and a minimum-stock watch. Every movement goes into the journal: who, when, how many, why and against which order. The deduction is protected against two administrators acting at once, so no handover is lost.
Email notifications
A new order goes to the administrators, the decision to the requester — approved, issued, or rejected with a reason. Emails leave directly from Microsoft 365 under the signed-in user's identity, with no extra automation or connectors.
Overview, roles and Teams
The overview screen shows your orders and new items; administrators also see how much is waiting, what is running low and what the stock is worth. Administrators are defined by a group, and the app can be added to Microsoft Teams as a personal app or a tab.
Data stays with you
The catalogue, orders, carts and stock are stored solely in your Microsoft 365 environment, under your identities and permissions. Nothing is transferred to a third-party cloud, and the app has no database or server of its own.
No new passwords
People sign in with their company Microsoft account. When someone leaves, IT handles it in one step — blocking the account also removes access to orders and the catalogue.
Order privacy at the SharePoint level
Orders, their lines, carts and the journal are set to “read your own only”. A user cannot open someone else's order even if they know the direct link — this is a real boundary in the data, not a UI trick.
Stock resistant to concurrency
If two administrators approve an order at the same moment, no deduction is lost — the write is protected and a conflict is recalculated from the current state. Orders are immutable once submitted, so history holds.
A single external dependency
The only thing running on our side is a licence validity check (nothing more than an environment ID and an expiry date). No orders, prices or names flow through it.
A verifiable history
Who approved, issued or corrected what and when can be traced in the movements journal and in the Microsoft 365 audit log — with no separate logging system or side records.
Price by company size
You pay per company, not per person who orders something. The price follows the total number of users in your Microsoft 365 — the full scope of the app within a given size, with no surcharges for individual features.
Implementation at your company
Installation, environment preparation, a workshop for stock administrators, theming to match your brand, a proposal for categories and roles, and optionally the first catalogue load and taking over stock levels from your spreadsheet.
The exact price depends on company size, the number of products and the scope of the initial setup. We will send a precise quote after a short call.
Support rate
Consulting, environment changes, custom categories and lists, bulk catalogue loads, or training for new administrators.
Support is billed per each started 15 minutes of work. We always tell you the expected scope in advance.
Do people pay with money in this store?
Where is our data stored?
Can colleagues see what I order?
How is stock kept in check?
Does it handle sizes and colours?
Do we need Power Automate or other automation?
Can it be used in Teams and on a phone?
How quickly can we roll it out?
How do app updates work?
Often added alongside the E-shop
Further reading on the blog
Need help putting your SharePoint in order first? Explore our audit, governance and care services
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