Maisto Bankas — Digitizing Food Aid Operations with Power Platform
Client
Maisto Bankas
The background:
Maisto Bankas is one of Lithuania’s largest nonprofit organizations, working to reduce food waste and fight hunger by collecting surplus food and distributing it to those in need. With hundreds of local partner organizations and close to 1 000 participating stores, coordinating food drives at scale had become a major challenge.
Previously, Maisto Bankas relied on manual tools, primarily Excel spreadsheets, to match stores with partner organizations, track donations, and manage inventory. As operations grew, the system became difficult to maintain, error-prone, and time-consuming. To support their growth, they turned to us for a full digital transformation of their core campaign and warehouse management processes.
What We Delivered:
Store-Partner Coordination System
We developed a digital registration and pairing system using Microsoft Forms, Power Automate, and a centralized data structure. Partner organizations register for campaigns online, and managers can instantly match them with stores using region-based filters and participation data. The tool replaces disconnected Excel files with a clear, filterable interface.
Digital Donation Reporting & PDF Automation
Post-campaign reporting is now handled through structured online forms that capture donations across 22 product categories. This data feeds into an automated PDF generator, which creates and delivers official handover documents to each store – complete with quantities, calculations, and signatures. Nearly 1 000 PDFs that were previously created manually are now generated in one click.
Warehouse Management System
We replaced their custom Excel macros with a full Power Apps–based warehouse management system. The tool supports donation intake, inter-warehouse transfers, stock tracking, permissions, automated documentation, and real-time reporting – all integrated within Microsoft 365.
Project result:
- Increased Operational Efficiency: Automated systems dramatically reduced manual work and coordination time.
- Improved Data Reliability: Centralized digital workflows eliminated errors caused by inconsistent data entry.
- Clear Time ROI: While not quantified in hours or euros, the benefits were immediate and visible.
- Scalable Nonprofit Infrastructure: The tools now support smoother campaign planning and ongoing growth.
By replacing fragmented spreadsheets with integrated, cloud-based tools, we helped Maisto Bankas modernize how food aid is managed – from field coordination to inventory control.
