Document Automation
Document automation digitizes what today still lives on paper or scattered across emails — from digital site diaries to customer records to contract filing.
Industries where we build this
Digital Project File & Site Diary
Starting Point: Site diaries and defect logs are kept by hand and hard to evaluate.
- Digital project file
- Site diary
- Defect management
- Mobile work reports
All project documents live in one searchable place.
AI building block details: Site Report Assistant
- Task:
- Turns on-site notes and photos into a structured daily/site report.
- Inputs:
- Keywords, voice notes or photos from the field-team app.
- Output:
- Formatted report with times, activities and photo documentation.
- Human approval:
- Report is reviewed by the site manager before being shared with the client.
- Integration:
- Field-team app, digital project file, customer portal.
- Privacy:
- Contains project and potentially personal data (staff, client); storage location is defined per project.
Site & Daily Reports
Starting Point: Daily reports and photo documentation are compiled by hand and easily get lost.
- Capture site and daily reports digitally
- Photo and document filing per site
Every report is instantly findable and correctly assigned to its project.
AI building block details: Site Report Assistant
- Task:
- Turns on-site notes and photos into a structured daily/site report.
- Inputs:
- Keywords, voice notes or photos from the field-team app.
- Output:
- Formatted report with times, activities and photo documentation.
- Human approval:
- Report is reviewed by the site manager before being shared with the client.
- Integration:
- Field-team app, digital project file, customer portal.
- Privacy:
- Contains project and potentially personal data (staff, client); storage location is defined per project.
Time Tracking & Inspection Records
Starting Point: Acceptance and inspection records are kept on paper and get lost.
- Time tracking per site
- Digital acceptance and inspection records
- Photo documentation
Inspection records are filed in an audit-proof way and always retrievable.
Digital Customer Records & Documentation
Starting Point: Treatment history and consent forms are on paper or not recorded at all.
- Digital customer records
- Treatment history
- Before/after photo documentation
- Digital intake forms
- Consent and disclosure forms
Treatment history is instantly visible at the next appointment.
We review legal and medical requirements for intake and consent forms together with you — we do not claim blanket legal compliance.
Listings & Viewings
Starting Point: Creating listings and scheduling viewings costs a lot of manual time.
- Listing creation
- Viewing appointment booking
- Prospect matching
Matching prospects are suggested automatically as soon as a listing is ready.
AI building block details: Appointment Booking Agent
- Task:
- Books, moves or cancels appointments automatically based on available capacity.
- Inputs:
- Available calendar slots, customer request (date, time, service).
- Output:
- Confirmed calendar entry, automatic reminder before the appointment.
- Human approval:
- Edge cases (e.g. conflicting requests) are handed to the team instead of decided automatically.
- Integration:
- Calendar system, phone/website/messenger as the intake channel.
- Privacy:
- Processes contact and appointment data; storage and retention details are defined per project.
Portals & Documents
Starting Point: Listings have to be manually copied into every portal.
- Portal and API integration
- Document upload
- Digital agency agreement
A listing is maintained once and kept current across all portals.
Tenant & Owner Portal
Starting Point: Damage reports reach management by phone or not at all.
- Tenant and owner portal
- Digital damage reports with photos
Damage is reported with photos instead of described over the phone.
Documents & Meter Readings
Starting Point: Handover protocols and meter readings are recorded and filed manually.
- Document management
- Meter reading capture
- Handover and acceptance protocols
All property documents are centrally findable instead of in binders.
Handover & Return
Starting Point: Damage on return isn't documented consistently.
- QR/barcode handover
- Pickup and return process
- Handover protocols
- Condition and damage photos
- Return reminders
- Overdue billing
Condition at handover and return is documented with photos.
Quotes & Contracts
Starting Point: Quotes and contracts are assembled by hand from old documents.
- Quote generator
- Digital contracts and signatures
Quotes are generated from templates instead of copied from old documents.
AI building block details: Quote Assistant
- Task:
- Drafts a structured quote proposal from key data for review.
- Inputs:
- Scope of work, quantities/measurements, stored price lists or past quotes.
- Output:
- Draft quote (PDF/document) with line items, quantities and prices.
- Human approval:
- Draft is always reviewed and approved by a staff member before it is sent.
- Integration:
- ERP/inventory system, accounting software, email.
- Privacy:
- Processes customer and project data from the request; details are defined per project.
Sounds like your business?