AI Work Order Processing & Data Extraction Software

Automating their processes with AI

Affinda has removed the laborious workload from our accounts staff, who now focus on quality assurance and management of any outliers.

- Nathaniel Barrs, CTO, PSC Insurance

95%

reduction in manual work

10×

more invoices processed with no added staff

Enhanced auditability and tracking of invoice approvals

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Customer satisfaction is always our top priority, and Affinda has helped us achieve that by eliminating phone calls, manual handling, and delays.

- Jorg Both, Head of Business Systems, Northline

120,000

proof of delivery documents processed annually

82%

of documents straight-through processed in the first weeks

Automatic validation of documents against ERP system

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Two recruitment specialists reviewing a list of candidates

Affinda's ongoing improvements in its AI models demonstrate its innovative approach in Document AI.

– Michael Zhao, AI Product Manager, SEEK

High accuracy parsing across multiple languages
Improved customer experience thanks to better structured data
Stronger compliance with international data security and software standards

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Affinda’s support and expertise were invaluable… The experience working with Affinda was excellent.

- Nick Tran, Business Analyst, StateCover Mutual

300,000

documents processed annually

80

different document types

60%

Enhanced auditability and tracking of invoice approvals

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Logistics manager reviewing paperwork onsite

The results have spoken for themselves. I recommend Affinda to anyone looking to enhance their product or business with AI capability.

- Steve O’Keeffe, CTO, Felix

76%

reduction in manual data input

30%

reduction in compliance data errors

85,000

compliance documents processed annually

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Frequently asked questions

What is work order processing?

Work order processing is the workflow organizations use to capture, validate and manage service and maintenance requests. Our AI work order processing software automates this entire process to reduce manual data entry, errors and turnaround times. It ensures that work orders are accurate, properly routed and recorded correctly in maintenance, ERP and service management systems.

What is work order data extraction?

Work order data extraction is the process of reading work orders and capturing key data such as work order numbers, dates, requesters, task details, approvals and reference numbers. Affinda's platform uses AI to automate work order data extraction, transforming unstructured service and maintenance documents into structured data that flows seamlessly into your maintenance, ERP and service management systems.

What is work order extraction?

Work order extraction is the automatic capture of service and maintenance data from work orders using AI. Our work order extraction software combines reading order models, OCR, LLM, RAG and more to extract this information with high accuracy and faster processing times.

What is an work order parser?

A work order parser is software that automatically reads and extracts data from work orders. It converts service and maintenance documents into structured, machine-readable formats. Our AI work order parser handles multi-page orders, grouped tasks and checkboxes with ease, learning from feedback to adapt to your specific formats before delivering data in exactly the structure your systems need.

What is work order line extraction?

Work order line extraction automatically captures task lists and service details from tables within your work orders, preserving the relationships between each line item. Our platform interprets this structured data with precision, maintaining connections between tasks, resources, parts and labor – even when work orders include grouped tasks, checkboxes or complex multi-level structures.

What data fields can Affinda’s AI work order processing software extract?

Affinda's AI work order processing platform can capture data from any field on a work order. Standard data fields include:

Work Order Details

Work Order Number / Job Number: Unique identifier for the service or maintenance request.
Date Issued / Date Due: When the work order was created and the expected completion date.
Requester / Department: Person or team requesting the service and their organizational unit.
Priority / Urgency: Classification level indicating how quickly work needs to be completed.
Site / Location / Asset ID: Where the work is to be performed and the specific equipment or asset involved.
Work Type / Category: Classification such as preventive maintenance, repair, inspection or installation.

Task and Service Lines

Task Description / Scope of Work: Detailed description of each activity to be performed.
Labor Hours / Technician Assigned: Estimated or actual time required and the assigned personnel.
Parts / Materials Required: Components, supplies or materials needed for each task.
Task Status / Completion Checkboxes: Progress indicators showing what's pending, in progress or completed.
Quantity / Unit of Measure: Amounts and units for materials, hours or other resources.
Cost / Budget Code: Pricing information and accounting codes for tracking expenses.

Approvals and References

Approval Status / Authorized By: Sign-off status and names of approving managers or supervisors.
Purchase Order Number / Contract Reference: Related procurement or contract identifiers.
Notes / Special Instructions: Additional context, safety requirements or operational notes.
Vendor / Contractor Details: External service provider information when applicable.

Need custom fields or a specific template? Simply define them in the UI or describe them in natural language and Affinda will extract and structure them automatically.

What file types does Affinda’s AI work order processing solution support?

Our AI agents can process any file type.Supported file types include PDF, JPG/JPEG, PNG, TIFF, DOC/DOCwork order (Word), work orderLSwork order (Excel), HTML and Twork orderT/CSV.

How does Affinda process work orders and extract work order data?

Affinda's AI agents read, extract and validate work order data. Our platform is intuitive to set up and easily integrates into your systems. Simply:

Upload your work orders via drag-and-drop, email or API.
Configure business logic to match your organization's rules and workflows.
Let Affinda check and validate extracted data against your business logic and maintenance, ERP and service systems to ensure accuracy.
Access structured work order data directly within your systems.

The result? Faster, more accurate work order processing with minimal manual input.

Can Affinda extract data from scanned or image-based work orders?

Yes. Our AI work order processing platform combines OCR with retrieval augmented generation (RAG), LLMs, agentic workflows, proprietary reading order algorithms and more, to automatically detect and process data from scanned or photographed invoices (PDF, JPG, PNG). Even low-quality images are automatically enhanced for reliable data capture and processing.

What language does Affinda’s AI work order automation platform support?

Our AI work order processing platform can automatically detect and process work orders in 50+ languages, including multilingual work orders containing more than one language.Supported languages include: Afrikaans, Albanian, Amharic, Arabic (Standard, Egyptian, Sudanese, Algerian, Moroccan, Levantine), Bahasa Indonesian, Bengali, Bhojpuri, Bulgarian, Burmese, Chinese (Mandarin [PRC/Taiwan], Cantonese, Wu, Min Nan, Jinyu, Xiang, Hakka), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Gujarati, Hebrew, Hindi, Hungarian, Italian, Japanese, Javanese, Kannada, Korean, Latvian, Lingala, Lithuanian, Macedonian, Malayalam, Marathi, Nepali, Norwegian, Odia, Persian (Farsi), Polish, Portuguese, Punjabi (Western and Eastern), Romanian, Russian, Slovak, Slovenian, Somali, Spanish, Swahili, Tagalog, Tamil, Telugu, Thai, Turkish, Ukrainian, Urdu, Vietnamese, Yoruba.

Does Affinda integrate with maintenance, ERP and service management systems?

Yes. Our AI work order processing platform integrates with 400+ downstream systems, including major maintenance, ERP and service management platforms. You can create no-code integrations using our AI integrations agent, or build and host your own using our APIs – whatever works best for your workflow.

What are some examples of AI work order workflow automations?

AI work order processing helps automate and streamline service and maintenance workflows across teams such as:

Maintenance Teams: Speed up work order entry and reduce manual data handling by extracting task details, asset information and labor requirements from any format. Validation rules catch missing approvals, duplicate job numbers and scheduling conflicts before work begins.
Field Service Operations: Deploy AI that adapts to your service templates and formats, simplifying dispatch workflows and improving technician coordination across multiple sites.
Facilities Management: Push structured work order data directly into your maintenance, ERP and service management systems to improve resource allocation, compliance tracking and operational visibility at scale.

What is an work order OCR data extractor?

A work order optical character recognition (OCR) data extractor scans and accurately captures information from work orders, regardless of format or language. Upload work order documents in PDF, JPG or PNG formats. The OCR technology first converts the documents into a text layer, ensuring all text (even from scans, photos or handwritten notes) is captured. Affinda's AI models then identify and extract key fields such as work order numbers, dates, requesters, task descriptions, approvals and reference numbers, transforming them into structured, usable data.This automation eliminates manual data entry, reduces errors and speeds up service workflows. Once the work order data is captured and structured, our AI work order processing pipeline can apply machine validation and post-processing to enable seamless integration with maintenance, ERP and service management systems.Organizations in maintenance, field service, manufacturing and facilities management rely on Affinda's AI for their work order entry, scheduling and resource allocation processes, streamlining operations and improving overall efficiency.

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The AI platform for work order processing

How to automate work order processing with Affinda's AI

Upload your work orders, your way

Watch as it extracts your work order data

Automatically route the data to your systems

Extract any information from any document, fast

Create models in seconds

Cleanse and transform data

Apply business logic

Pathway 1: Use our AI integrations agent

Pathway 2: Write your own code

Get AI agents to process your work orders

Automate work order processing with 99%+ accuracy

See ROI in weeks, not months

AI that instantly learns from your work order and adapts

Easy integration, zero disruption

Configure your work order model, customize and maintain control

Enterprise-grade security

Combine the best of artificial and human intelligence

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Automating their processes with AI

95%

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120,000

82%

300,000

80

60%

76%

30%

85,000

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