Case Study: Work Reports

This initiative originates from one of our Automation Audits conducted at [redacted], a company with an annual turnover of 12 million euros operating in the field of home automation system installation and maintenance. The analysis highlighted the need to digitize and standardize intervention reports, with the goal of creating structured digital copies to generate monthly reports on maintenance activities and to provide a complete overview of operational costs.

The automation is divided into two processes: scanning historical paper reports and digitally creating new ones through a mobile application. The system automatically extracts and normalizes information from existing documents, while the app guides service operators through the standardized compilation of new interventions, eliminating variability in descriptions and ensuring data consistency. The application is installed on the phones used by the Service department operators.

The processed information is stored in a dedicated database, separate from the main management system, and used exclusively for analysis and reporting related to this automation.

Automation Description

The system uses a dual approach to manage both the historical documentation and the current operational flow.

For existing paper reports, a combination of OCR (Optical Character Recognition) and Artificial Intelligence is used for text extraction, content analysis, and normalization of descriptions into a structured format. The data is then stored in a dedicated database, maintaining isolation from the main management system.

For new interventions, operators use an application installed on the device used during service visits. The application allows them to:

• select the scheduled service,
• attach photos and videos, and enter descriptions of detected anomalies following a standardized format.

This approach eliminates variability in data entry and ensures uniformity in the collected information.

Once digitized, the data enters the analysis and reporting phase. At the beginning of each month, the system automatically generates a detailed report containing all relevant information on the performed interventions, including an economic overview of the service operations.

Cost calculation is carried out using parameters provided by the client, such as:

• Cost per kilometer
• Hourly cost per operator

allowing complete management of operational and economic aspects.

The artificial intelligence used is not installed on the client’s hardware but relies on pre-trained models provided by third parties and connected via API.

Results

The adoption of automation enabled the complete digitization of the process for creating and managing work reports, providing the company with full control over operational costs and the number of managed interventions.

The standardization of descriptions improved the quality of collected data, eliminating ambiguities and facilitating intervention analysis. The automatic generation of monthly reports provided immediate visibility into performed activities and their associated costs.

The next step is the implementation of a system to efficiently schedule operators’ service calls, optimizing routes based on client-defined rules such as the number of clients per area, priorities, and the date each report was opened.