Work Orders Digitalization
Digitalizes paper work orders via photo or scan and links them to projects and hours. Reduces administration for construction, installation and technical services.
At a glance
Up to 12 hours/week
time saving
Up to 7x within 3 months
expected ROI
Live in 2 weeks
from intake to production
GDPR-compliant
EU hosting & human-in-the-loop
Time savings and ROI are indicative and depend on your process, data and volume.
Before & after
From manual to automatic
Paper work orders lead to administrative chaos
- Field technicians fill out work orders, which must later be entered manually.
- Work orders get lost, are illegible or arrive too late for timely invoicing.
- Duplicate work: data is already on the work order but must be retyped into ERP or time tracking.
Digital work orders with OCR and automatic processing
- Technicians take a photo of the completed work order via the app, then data is automatically extracted (hours, materials, signature).
- Automatically links the work order to project, customer and cost center in the ERP system.
- Validates the data (deviating hours vs. planning, missing signature) and requests correction where needed.
- All work order data is stored within the Netherlands, with full audit trail for invoicing.
Workflow
How it works
See how the agent moves through the process step by step — you stay in control of every decision.
Workflow in action
Work Orders Digitalization · Digital work order registration and processing
Take work order photo
apiStep 1 of the automated process.
OCR data extraction
analysisStep 2 of the automated process.
Validation and matching
dataStep 3 of the automated process.
Link to project/customer
outputStep 4 of the automated process.
Book in ERP
apiStep 5 of the automated process.
0
Steps completed
5
Total steps
What it delivers
Eliminate retyping and accelerate invoicing
The agent tackles the biggest bottleneck: manual entry of work orders. Technicians work digitally, the back office sees data in real time and invoicing can happen faster. The result: less administration and better cash flow.
no manual retyping anymore
through direct processing
through digital storage
Figures are indicative and depend on your processes and volume.
Integrations
Works with your software
Works with ERP, time tracking and project tools for seamless work order processing.
ERP & Accounting
Time Tracking
Project Management
Field Service
Frequently asked questions
Does OCR also work on poorly legible handwritten work orders?
Modern OCR achieves 85-90% accuracy on handwriting. Uncertain fields are marked for manual review. We recommend digital forms via tablet/app for 100% accuracy, with the option of photographing existing forms during transition.
Can technicians also fill in work orders directly digitally without paper?
Yes, we provide a mobile app (iOS/Android) where technicians fill out work orders digitally. This is more accurate than OCR and works offline (syncs on WiFi/4G). Customer can sign directly on tablet for approval.
How is the customer's signature verified?
Digital signature on tablet/phone is stored as image with timestamp and GPS location. This is legally valid. For paper work orders, the OCR scans the signature and stores it as proof.
What if a work order doesn't match an existing project?
The agent marks this as a deviation and asks technician or planner to specify the project. For new projects (e.g., emergency call), a project can be created automatically based on customer code.
Can we also use work orders for material consumption tracking?
Yes, technicians can enter materials and quantities (manually or via barcode scan). This is automatically deducted from inventory in ERP and added to project costs for accurate post-calculation.
No matching agent? Have a custom AI agent built
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Get started with Work Orders Digitalization
Book a free 30-minute intake. We analyse your situation and put together a tailored proposal.