How to automate work orders?

Portrait of Neha Gunnoo
by Neha Gunnoo
5 mins read
last updated on

Do you process work orders manually? Is it time consuming and costly during peak seasons?

It's time to take the maintenance business to the next level and work order automation is the way to go!

What is a work order?

A work order is a document that lists specific tasks that a worker must complete. Work orders are commonly used in various industries such as manufacturing, construction, maintenance, and service sector. They are formal requests to authorize maintenance and technical actions.

Work orders are also important for compliance and auditing purposes.

Types of work orders

Work orders contain essential information so that employees can perform their tasks efficiently. Work orders vary by industry and company.

  • Maintenance
  • Safety inspection
  • Installation
  • Property management

Typical work order process

The work order life cycle includes the steps below:

  1. A work request is generated
  2. The request is reviewed and approved by the manager
  3. The work order document is created and assigned

Challenges of work order processing

Manual processing of work orders, whether in maintenance, repair, manufacturing, or any number of other sectors, can be time-consuming and fraught with the potential for error.

  • Extracting data from work orders can result in typos, incorrect or missing information.
  • It can be difficult to interpret handwritten texts.
  • It is time consuming to go through many work orders on a daily basis
  • Without a centralized system or automated tracking, it can be challenging to gain visibility into the status of work orders, and track progress.
  • Manual work order processing often lacks robust reporting and analysis capabilities, making it challenging to identify patterns, bottlenecks, or workflow improvement areas.

Why should companies automate work orders?

By automating work orders, companies can streamline operations, enhance productivity, and improve customer service.

Minimize errors

Automated solutions eliminate errors and provide more accurate data. The quality of work orders will improve leading to greater customer satisfaction.

Better efficiency and productivity

Since manual data entry is reduced, employees can focus more on value-added tasks which increases productivity.

Improved data analysis and better reporting

Creating an automated workflow provides real-time visibility into work order status, allowing companies to better analyze trends, track progress and make better informed decisions.

Work order automation with Parseur

Parseur is an intelligent document processing. tool that automates data extraction from PDFs. You can also integrate Parseur with other applications to send data in real time.

Use case example

In a property management scenario, there are works such as renovations or maintenance (painting, building the fence or kitchen repairs). If there is inaccurate information, this can lead to delays and customer dissatisfaction. Clients want the job to be done quickly and efficiently.

If you are managing several properties, going through those work orders and then, assigning the tasks to handymen is time consuming. You'd rather spend your time managing client relationships.

How to automate the work process with Parseur?

We've developed Parseur in a way that everyone can use it. There are no coding or parsing rules. Many PDF parsers require a learning curve before you can implement them. But Parseur isn't one of them.

Parseur is user-friendly, template-based and easy to set up. It also uses PDF OCR to ensure that all documents are processed accurately.

A screen capture of work order process
Steps: Work order automation

Parseur can extract the following data from work orders:

  • Work order number
  • Work order date
  • Job description
  • Location
  • Contact details (full name, phone number and address)
  • Contractor's name
  • Priority code
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Step 1: Set up a work order mailbox

If you're wondering about the cost, we can assure you that Parseur is cost-effective. We have a free plan for you to start with that gives you access to all the features.

Create a custom mailbox and upload the work orders into the mailbox.

A screen capture of work order mailbox
Work order mailbox

Step 2: Create a work order template with AI

With our AI-assisted templates, you can highlight the data that you want to extract and create data fields for it. Be sure to select the correct output for each field (for example, the work order number should be in the number format).

Go one step further and use dynamic OCR to extract data more accurately.

A screen capture of work order template
Work order template

Step 3: Verify parsed data from the work order

Once you've created a template, Parseur will process it instantly. Verify whether all the fields have been extracted correctly.

A screen capture of work order data
Parsed data from work orders

Step 4: Send data from work orders to other applications

Parseur's intuitive platform makes it easier to integrate with other applications via Zapier, Make and Power Automate. You can send data to a resource scheduling platform such as Bridgit Bench and CoConstruct.

The data can also be downloaded or sent to a Google spreadsheet in real time.

New technologies are changing work orders management

Looking ahead, the future of work order management lies in further advancements in automation. With technologies like artificial intelligence (AI) and machine learning (ML), automation can evolve to handle more complex tasks and improve the overall management of work orders.

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