Every Job Document, Filed Where It Belongs
Photos, certificates, worksheets and reports arrive by email and Build Concierge files each one against the right job automatically, so nothing is lost in an inbox.
When a job document arrives by email, whether a photo, a certificate, a signed worksheet or a report, Build Concierge works out which job it belongs to and files it against the right record, so nothing is lost and nobody has to file it by hand.
The problem
Every job throws off paperwork. Photos from site, signed worksheets, test and compliance certificates, survey reports, supplier documents. Most of it arrives by email, either to a shared inbox or to whoever happened to be dealing with the job. Someone then has to open each one, work out which job it relates to, download it, rename it and upload it to the right record.
It is dull, repetitive work, and because it is dull it gets deferred. That is where the cost sits. An engineer turns up on site without the survey because it never made it onto the job. The office cannot find a certificate when a client asks for it. An invoice goes out without the proof of works attached, and gets queried. An audit turns into a scramble through old emails. The document existed the whole time. It just never reached the job it belonged to. And as your volumes grow, the backlog grows with them, so the information that should be one click away ends up scattered across inboxes instead.
What the automation does
- It picks up the document. When an email arrives at the address you nominate, or is forwarded to it, the workflow starts automatically.
- It reads it. Build Concierge reads the email and its attachments and pulls out the job reference, or the details that identify which job the document belongs to.
- It finds the job. It matches those details to the right job in your job management system.
- It files it. It attaches the document to that job, and you decide who can see it, whether that is the office, the engineer on site, or the client.
- It flags anything it can't place. If it cannot identify a job or find a match, it alerts your team straight away rather than letting the document slip through.
Consistent filing, with a safety net
Every document is filed the same way every time, against the right job, visible to the right people, with a human alerted the moment something cannot be matched.
What you get
- Every document sitting on the job it belongs to, ready for the office and for engineers
- Hours of admin back, with no manual downloading, renaming and re-uploading
- Engineers who arrive prepared, with the survey, the plan and previous photos already attached
- A clean, complete record the moment a client or auditor asks for it
- Nothing lost in an inbox, and a flag on anything the workflow cannot place
Ways to run it
Match on the job reference.
If your documents carry a job reference or number, the workflow matches on that for a precise, reliable result.
Match on the content.
If they do not carry a reference, Build Concierge can read the content, such as the site name, address or purchase order, and identify the job from that instead.
Set your visibility rules.
Choose, per type of document, who should see it once it is filed. Certificates might be visible to the client, internal photos might not.
Scope it to what matters.
Run it across everything that comes in, or focus it on specific document types, for example compliance certificates only, so the highest value paperwork is always captured first.
What you need
- An email address, or a forwarding rule, where these documents land.
- A consistent way to identify the job the document relates to, whether that is a reference in the email or identifiable detail in the content.
- Your filing rules, so we know where each type of document should go and who should see it.
Getting set up
- Tell us where the documents come from and how they identify the job.
- We support you in building the workflow and testing it against your real examples.
- We switch it on. Most businesses are up and running within days.
Common Questions
It flags it to your team straight away with the original document, so a person can place it. Nothing is silently dropped.
Photos, PDFs, common Office documents such as Word and Excel, and the email itself where you want that kept too.
Yes. The automation is system agnostic and files documents into whichever job management system you use.
Documents are filed into your own system. Build Concierge does not store the files.
It uses the job reference or the strongest identifying detail available, and flags any case it cannot resolve confidently rather than guessing.
Ready to get every document on the right job?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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