Bokhorst

The problem: entering every work order by hand

For every incoming email, the administration team had to open the work order PDF and enter everything into Syntess. That looked like this:

• Take the attachment from the email and open it next to the system.
• Enter the resident's name, address and contact details.
• Link a technician and an object to the work order.
• Copy the problem description from the PDF.
• Save the email and the PDF as attachments to the work order.

The result: Each work order took 2 minutes. With 1,250 to 1,600 work orders a month, this added up to about 55 hours of pure data entry.

The solution: processing work orders automatically with AI

VionA's automation took over the entire processing workflow, without anyone having to lift a finger:

• Email as trigger: As soon as a work order email arrives in Bokhorst's shared mailbox, the robot starts processing it within seconds.
• AI extraction from the PDF: The robot sends the attachment to an AI model that extracts the name, address, house number and problem description from the PDF.
• Automatic entry in Syntess: The automation opens Syntess, creates a new work order and immediately fills in all fields with the right data.
• Smart error handling: Does the address not exist in the system? Then the robot doesn't create a work order, but sends a notification instead. That way, a work order never ends up at the wrong address.
• Automatic archiving: Once the work order has been created, the robot moves the email to the 'processed' folder.

The results

• 41 to 55 hours saved per month: With 1,250 to 1,600 work orders at 2 minutes each, this saves a full work week of data entry every month. At an hourly rate of €30, that's about €1,250 to €1,666 per month.
• Work orders in the system within minutes: Not whenever someone happens to check the mailbox — but as soon as the email arrives, even outside office hours.
• 80% created correctly right away: Of the processed work orders, 80% were created correctly right away. The remaining 20% involved addresses that were not in the system — the robot recognized this and stopped safely.
• Endlessly scalable: The robot currently processes the work orders of one housing association. The same approach works for any other client that sends work orders by email.

Who is this relevant for?

From 4 hours of manual data entry per week, automation pays off.

That also applies to any installation or contracting company that receives work orders by email and enters them manually into Syntess or similar software – including other processes within Syntess, such as invoice processing.

Want to process work orders automatically too?

On average, the automation is live within 30 days and pays for itself within 7 months. From then on, you save at least 50% in time and costs per process.

Within 30 minutes, we can show you exactly how much time — and therefore money — automating administrative processes can save your team.

So schedule a call right away to see how much you can save.

‍