A Trade Services Business
Around 300 work orders a week, moved from a shared inbox into job management without retyping.
The engagement
The work
Date: 2025 to 2026
Background: The reception team handled around 300 work orders a week by hand. Each took about five minutes of data entry and triage, and one person spent full days on the work.
What we did: We automated the process end to end, from the shared inbox to the business's job management system. The automation monitors incoming work order emails and PDFs, extracts the data from 10 to 15 different PDF formats, validates clients and tenants with exceptions sent to a person, and creates jobs and quotes in that system with the attachments and notes.
The difference
Results
- Handling time per work order reduced from five minutes to under half a minute
- 1,196 hours of admin capacity released
- Better urgency triage and less rework
- An intake function that can scale without adding headcount
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