# How to add Microsoft Teams to Deltek Costpoint

> Source: https://netray.co/integrations/deltek-costpoint-microsoft-teams
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Integrations

## Short answer

Connect Costpoint to Teams with a bot or Power Automate flow that reads approvals, budget thresholds and exceptions from Costpoint, posts them as adaptive cards, and returns the decision to Costpoint's workflow. Many Costpoint customers are government contractors on Microsoft 365 GCC or GCC High, which changes the endpoints and approval process.

## System

Deltek Costpoint

## Capability

microsoft-teams

## Intro

Costpoint users live in two places: the Costpoint web client and Microsoft Teams, which for many contractors is where program managers, contracts staff and finance already talk. Approvals and alerts that stay inside Costpoint get seen late, because project managers are not logged into it all day.

Teams is a good fit for a narrow class of messages: things that need a decision (approve a requisition, a subcontract change, a journal), and things that need awareness (a project nearing its funded value or ceiling). It is a poor place to dump reports.

Because Costpoint customers are often under DFARS and CMMC obligations, the tenant type matters. The design below works for commercial Microsoft 365 and is adapted for GCC High, where the available features and URLs differ.

## Use Cases

### Adaptive card for requisition and PO approvals

**Description:** Post an approver card with vendor, project, task and amount, with Approve, Reject and Request info buttons that call back to Costpoint workflow.

### Funding and ceiling alerts per project channel

**Description:** Post to a program's channel when billed plus committed cost reaches a threshold of funded value, so the contracts lead can request funding in time.

### Month-end close checklist exceptions

**Description:** Surface open timesheets, unposted vouchers and unreleased batches to the accounting channel each morning of close, with counts and links.

### Ask-the-project bot

**Description:** A bot in Teams that answers read-only questions such as committed cost by task or open POs for a project, scoped to the asker's Costpoint project access.

### Subcontract change tracking

**Description:** Notify the subcontract administrator when a modification is created and thread follow-up discussion under the same message.

### Missing timesheet reminders

**Description:** Send each employee a private nudge with a link to the timesheet, kept free of charge codes and hours.

## System Surface

- Costpoint workflow: approval steps and email notifications can be used as the trigger source. Confirm in your configuration which workflows are active.
- Costpoint web services: depending on release and licensing, interfaces exist for several business objects. Verify which of them your contract and hosting model provide before committing to a design.
- SQL Server read access for on-prem installs: reporting views or a replica are suitable for threshold queries such as funding versus billed.
- Costpoint reports and scheduled exports: a flat file or report output dropped to a share can feed a daily Teams digest without any API.
- Identity: Costpoint can use SSO with your identity provider. Map Entra ID user principal names to Costpoint user IDs in a small table so the bot knows who is asking.

## How It Works

### Decide bot versus Power Automate

**Detail:** Power Automate with the Teams connector is fastest for one-way alerts. A Bot Framework or Teams app is better for interactive cards and Q&A.

### Register the app in Entra ID

**Detail:** Create the app registration, set the bot messaging endpoint, and grant only the Graph permissions the bot needs. Use the correct national cloud endpoints for GCC High.

### Map identities

**Detail:** Maintain a table linking Entra ID object IDs to Costpoint user IDs and project access, refreshed nightly.

### Build the Costpoint adapter

**Detail:** A service with read-only credentials to fetch approvals and thresholds, and a separately scoped credential to submit decisions through supported interfaces.

### Design the cards

**Detail:** Keep cards short: key facts and a link to the Costpoint record. Use Action.Execute so one card updates in place after a decision.

### Audit and monitor

**Detail:** Log every card sent and every action, and alert when the adapter fails so approvals do not silently stall.

## Example Flows

### Requisition approval card

**Trigger:** A requisition lands in a manager's approval queue in Costpoint.

**Steps:**

- Adapter detects the pending item and resolves the manager's Teams identity.
- Bot sends a card with vendor, amount, project and a deep link.
- Manager clicks Approve; bot verifies the click came from the intended user.
- Adapter calls the workflow action; the card refreshes to show Approved by name and time.

**Result:** Approvals complete in minutes, under the approver's own identity and with a trail.

### Funding threshold watch

**Trigger:** Nightly job finds a project at 85 percent of funded value.

**Steps:**

- Query the reporting view for funded, billed and committed amounts.
- Compare against thresholds stored per contract type.
- Post one message to the program channel, and do not repeat until the next band is crossed.

**Result:** Contracts staff request incremental funding before work has to stop.

## On Prem

Teams itself is Microsoft cloud, but the integration can keep Costpoint and the adapter on-prem: the bot endpoint is a reverse-proxied HTTPS service, and outbound calls to Costpoint stay on the internal network. If you add natural language Q&A, run an open-weight model on your own GPUs and pass it only the structured result of an authorized query. For GCC High tenants, the Bot Framework and Graph endpoints are different from commercial, and some features lag; plan for that, and for CUI handling rules, before you build.

## Security

- Resolve the asking user to Costpoint project access on every request; never use one shared super-user for the bot.
- Keep card content to the minimum needed for a decision; link to Costpoint for detail.
- Use certificate or managed identity credentials for the bot instead of long-lived client secrets.
- Treat decision callbacks as untrusted input: verify the signed activity and the user, and check the item is still pending.
- Retain logs long enough to support audit requests, and exclude message bodies where CUI could appear.

## Options

### Power Automate flows on exports or email

**Fit:** Alerts and digests where no write-back is needed.

**Effort:** Days.

### Custom Teams bot with a Costpoint adapter

**Fit:** Interactive approvals and project Q&A with your own security rules.

**Effort:** Several weeks for approvals; more for conversational features.

### Netray with a Costpoint integrator

**Fit:** Bot plus on-prem language model, role-aware answers and human-approved writes.

**Effort:** Pilot in weeks, scoped per workflow.

## Pitfalls

- Assuming Teams features available in commercial tenants exist in GCC High; verify before design.
- Sending hours, rates or indirect cost data into broad channels, which may violate need-to-know.
- Approvals applied twice because the card was clicked twice or the workflow already moved on.
- Mapping users by email address, which breaks after name changes; use stable object IDs.
- Making the bot answer questions beyond what the asker could see in Costpoint.

## Faq

### Is there an official Costpoint Teams app?

**Answer:** We are not aware of a general first-party Teams approval app for Costpoint. Deltek and third parties may offer connectors, so ask your reseller. Otherwise the practical route is a Power Automate flow or a custom bot over Costpoint interfaces.

### Can this run in Microsoft GCC High?

**Answer:** Yes in principle, using the GCC High endpoints and a tenant-approved app registration. Some connectors and features differ from commercial, so confirm each component, including any AI service, is available and authorized there.

### Can the bot answer questions about a project?

**Answer:** Yes, for read-only questions run as the asking user's access. The reliable pattern is to map the question to a pre-approved query, run it, and format the result, rather than letting a model write arbitrary SQL against live tables.

### Do approvals in Teams satisfy audit requirements?

**Answer:** They can, if the decision is recorded in Costpoint's workflow under the approver's identity with a timestamp. The Teams message alone is not the record; the Costpoint transaction is. Your auditors should confirm the control.

### How long does a first version take?

**Answer:** A one-way alert flow can be live in days. An interactive approval card with identity mapping and write-back usually takes a few weeks including security review.

## Search terms

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