Automating PDF purchase orders into ServiceTitan

Automation Basics Workflow Automation

Nov 14, 2024

Automating PDF purchase orders into ServiceTitan

TABLE OF CONTENTS

20 hours / week of manual data entry work saved.

0 data entry every time.

The Client

Airco is an HVAC (Heating, Ventilation, and Air Conditioning) service company in Texas that provides installation, maintenance, and repair services for heating and cooling systems in residential, commercial, and industrial settings.

They have about about 150 employees between field technicians, administrative staff, and supervisors.

The Challenge

Airco's field technicians were forwarding PDF purchase orders relative to new clients, as a way of notifiying administrative staff that a new job and location should be recorded in ServiceTitan.

The process being manual, it required a lot of labor, but also it was prone to error in data entry, as well as field technicians would need to wait hours until someone processed the purchase order.

The Solution

Connex used DocParser to parse and extract relevant information (purchase order numbers, locations, and totals) from the PDFs.
The extracted data was then used to automatically create new locations and jobs in ServiceTitan.
The new employee at Airco was trained on using tools like DocParser and Zapier to facilitate the automation process and reduce manual work.