Manual to Automated: Vision RT Transforms Contracts with Power Apps

Vision RT is a global leader in Surface Guided Radiation Therapy (SGRT), providing innovative 3D imaging and AI-driven technology that enhances the accuracy, efficiency, and comfort of radiotherapy for cancer patients. Founded in 2001, Vision RT has over 3,000 active clinical installations and employs more than 250 staff worldwide.

Vision RT’s service contracts were critical to supporting their radiation therapy machines globally, but the process for creating these contracts was heavily reliant on manual data. Large Excel workbooks were used to perform complex calculations and, with different stakeholders, data from multiple locations needed to be manually combined to generate a final contract.

This not only made the process time-consuming, taking up to 40 minutes per contract, but also increased the risk of human error and made troubleshooting difficult.

Vision RT’s service contracts were critical to supporting their radiation therapy machines globally, but the process for creating these contracts was heavily reliant on manual steps.

Valto partnered with Vision RT to build a bespoke service contract management solution using Microsoft Power Apps within the Power Platform.

The core of the system was a custom-built Canvas Power Apps solution, backed by a Dataverse database to securely store customer, product, pricing, and discount information.

We automated the full contract creation lifecycle, from input to PDF generation. Complex logic was embedded to handle multi-year pricing, regional variations, and discount calculations.

We used Power Automate to integrate validation and approval workflows, and configured SharePoint to store and manage the final PDFs.

New Canvas App UI components, including some in preview, were used to create a scalable, modern experience tailored to the needs of Vision RT’s sales team. This provided a fast, responsive interface that could support future enhancements as business needs evolved.

The contract creation process that previously took up to 30 minutes was reduced to under a minute, with significantly improved accuracy and consistency.

Manual processes were eliminated, allowing the sales team to focus on engaging with customers. Sales teams across the globe can now generate professional, validated contracts using the same platform, no more copying and pasting from Excel to Word.

Contracts are now generated faster, with standardised formatting and logic applied consistently across all regions.

The time savings alone were significant, but the real value lies in the long-term scalability and reduction in human error.

Centralised data allows for better management oversight and lays the foundation for deeper insights into service contract trends, pricing performance, and global compliance.