Service order processing software

A service request is a request for service, maintenance, repair, installation or support.

In this context it is often a PDF, email, scan or form from a regular client. Think of a housing association, property manager, business customer or other party that supplies work.

A service request usually concerns short-term actions or repair work. Examples are maintenance, repairs, advisory services or IT support.

A good service request contains clear agreements about what needs to be done, who is responsible, where the work takes place and under which conditions the service is carried out.

A service request often contains the following information: client name, customer details, order number, address, street, town, location, contact person, telephone or mobile number.

The content matters too. Think of a clear description, maintenance request, repair, start date, remark, agreements, desired action and any feedback.

Sometimes the request is filled in via a form on a website or portal. In other cases the file comes in by email.

Ideally, a request contains enough information to follow and process the work properly. The more complete the input, the less manual correction is needed.

A service request is usually the request that comes in from the client.

A job order is often the actual PDF, scan or slip on which that request appears.

In practice, a work order is often used for carrying out the work, for example by a technician or service engineer.

A service order is usually the record in your own ERP or service system.

Put simply: the service request or job order is the input, ImageCapture processes the content, and your own system determines whether it becomes a service order, work order, order or other record.

No. ImageCapture is not a work order app that technicians use to fill in work orders in the field.

It is also not a full CRM, planning tool or service portal.

The software processes the inflow of files, forms and documents that are still entered by hand today.

Some systems show service orders as appointments in a CRM or synchronise CRM appointments with changes to service orders. That is system functionality. ImageCapture does not offer this as standard, but depending on the integration and setup it can process information towards your existing application.

Service order processing here means: automatically processing incoming service requests towards your ERP or service administration.

ImageCapture imports the file, recognises the client, reads information at header and line level and links the request to the right customer or debtor.

Your team can then check, complete and process the content.

The exact output depends on your system. In one package it becomes a service order, in another a work order, order record or administrative task.

That depends on the form, the PDF, the setup and the integration with your application.

It often concerns client, customer, order number, first name, surname, address, street, town, location, description, remark, work to be done and line information.

Additional fields can also be relevant. Think of contact details, mobile number, start date, type of maintenance, repair request, department or internal reference.

For large files or portal exports, we also look at practical matters such as file format, file size and how the information is delivered by email or website.

Service requests come in by email, PDF, scan, paper or a form export.

ImageCapture imports the file and recognises the key information.

The request is then linked to the right client, customer or debtor. Lines and descriptions are read out and prepared for checking.

After approval, the information is processed towards your ERP or service application. The original request remains digitally available in the archive.

This solution is particularly suitable for companies that receive many service, maintenance, installation or repair requests from regular clients.

Think of construction companies, installation companies, maintenance companies, service organisations and companies working for housing associations or property managers.

It becomes especially interesting when employees have to retype PDFs, forms or emails every day.

Automatic processing can also help if you want more insight into the status of incoming requests.

Missing or deviating information can be flagged for checking.

Think of an unknown customer, a wrong address, a missing town, no order number, an unclear description or agreements that have not been filled in completely.

An employee can then complete the request before it is processed further.

This prevents incomplete information from flowing further into your administration.

ImageCapture integrates with more than 60 systems.

During a demo we look at which option suits your ERP system, financial application, service application or core application.

We also look at your current process. Through which website, mailbox or route do requests come in? Which fields need to be recognised? And where should the information end up?

Based on that, we determine whether automatic processing of service requests fits your way of working.