Friday Fives: raise a PO from the van, load a year of PPM in minutes
Five real automations from the Build Concierge platform, picked for the week of 24 July.
What's in this week's edition
Friday Fives is Build Concierge's weekly newsletter: five real automations from businesses already using the platform, with what each one does, the problem it solves and the result.
This week covers the everyday admin that quietly eats your team's time, from raising a purchase order on site to loading a whole year of PPM, catching jobs that stall, keeping invoicing clean, and hearing when a customer is unhappy, each one handled without anyone in the office lifting a finger.
Purchase orders raised from site by text or WhatsApp
An engineer on site sends a text or WhatsApp with what they need: the job reference, supplier, items and cost. AI reads the message, raises the purchase order against the right job in your job management system, and sends the PO number back so they can give it to the supplier there and then.
It solves engineers buying materials with no PO because raising one was too much hassle, costs landing on the wrong job or no job at all, and the office being interrupted all day by two-minute PO requests that add up to hours.
- POs raised in the time it takes to type a message
- Every purchase logged against the right job from the start
- Engineers back to work instead of on hold to the office
PPM schedules loaded from spreadsheets in minutes
When a client sends their PPM schedule as a spreadsheet, hundreds of sites, dates and asset lines, Build Concierge reads it and creates every job, visit and financial line in your job management system automatically, mapped to the right contacts and contracts.
It solves days of manual keying every time a contract starts or renews, sites missed because a row was skipped, and new contracts starting on the back foot before the first visit even happens.
- A full year of PPM loaded in minutes instead of days
- Every visit in the diary from day one of the contract
- No data-entry marathon and no rows missed
Jobs that stall get flagged before they go stale
Build Concierge continuously checks for jobs that have stopped moving: not closed down days after the visit, sat at the same status too long, or past their expected completion date. Anything stalled is flagged to the right owner automatically, with the job details attached.
It solves jobs drifting for weeks because they fell out of view, a WIP report nobody trusts, and the end-of-month scramble through hundreds of open jobs to find out which are actually finished.
- A live list of every job that needs a push, with no reports to run
- Work keeps moving and work in progress stays honest
- Month end stops turning up surprises
Only clean, complete jobs get invoiced
When a job is marked complete, Build Concierge reads the job card and checks it is genuinely finished and consistent before anything is billed. Clean, complete jobs get a draft invoice ready to review. If there is further work, or the card does not add up, it raises the follow-on work or flags it for a person instead of invoicing.
It solves half-finished or contradictory job cards being invoiced automatically, remedial work billed as if it were complete, and the office re-reading every job card by hand to work out what is ready to send.
- Only genuinely finished, tidy jobs get invoiced
- Clean jobs invoiced the day the work completes
- Nothing half-done slips onto a bill, nothing finished sits waiting
Concierge Support calls scored for sentiment
When a call comes through Concierge Support, AI reads the conversation for sentiment as well as content. Frustrated or at-risk customers are flagged immediately and logged against their record, so a manager can step in while the problem is still small.
It solves frustration signals lost the moment a call ends, managers hearing about unhappy customers weeks later or never, and churn that nobody saw coming because nobody was listening for it.
- Unhappy customers surfaced the moment they hang up
- A record of customer mood across every conversation
- Problems handled before they become cancellations
See these automations running in your operations
Whether you're already on Build Concierge or just exploring what it can do, we'll show you exactly how any of these five would work for your business.
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About the author
Simon leads operations at Build Concierge and writes Friday Fives, a weekly look at five real automations businesses are using to save time and cut costs.
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Add supplier invoices to job costs automatically
Keep project costs moving with the work. Build Concierge reads supplier invoices and adds their line items to the relevant job, reducing manual entry and giving your team a clearer view of recorded costs without requiring a purchase order.
Calculate job durations from labour hours automatically
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Sync CRM contacts to your job management system
Give your team time back from the very first customer contact. Build Concierge connects your CRM to your job management system, so new customer details can be matched or created automatically and your team can get on with arranging the work.
Turn a Recall Notice Into a Booked Visit, Automatically
No more a recall notice sitting in an inbox because nobody had ten minutes to turn it into a job. No more missing the deadline a notice actually asked for, because the urgency wasn't clear from the paperwork. No more retyping the same order number, site address and instructions by hand before a visit can even be booked.
Know What's Already Been Done at a Site, Before You Arrive
No more an engineer turning up with no idea what happened on the last three visits to that site. No more repeating a repair that was already tried and already failed. No more asking the client to explain the history because nobody wrote it down anywhere your team could find.
The DBS Check and the Roof Rack, Known Before Scheduling
No more engineers turning up to a school without a DBS check, only to be turned away at the gate. No more vans arriving without the roof rack, ladder or tow bar the job actually needed. No more finding out what a job required only after someone has already wasted a morning finding out the hard way.
Add supplier invoices to job costs automatically
Keep project costs moving with the work. Build Concierge reads supplier invoices and adds their line items to the relevant job, reducing manual entry and giving your team a clearer view of recorded costs without requiring a purchase order.
Calculate job durations from labour hours automatically
Give your planners more time to organise the work. Build Concierge turns labour hours from incoming instructions into job durations, applying your agreed planning rules before the job reaches your job management system.
Sync CRM contacts to your job management system
Give your team time back from the very first customer contact. Build Concierge connects your CRM to your job management system, so new customer details can be matched or created automatically and your team can get on with arranging the work.
Turn a Recall Notice Into a Booked Visit, Automatically
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No more an engineer turning up with no idea what happened on the last three visits to that site. No more repeating a repair that was already tried and already failed. No more asking the client to explain the history because nobody wrote it down anywhere your team could find.
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