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Case study · AI agent

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An AI agent that turns a WhatsApp voice note into a finished construction report

At Baukraft Deutschland, a voice note or a short text on WhatsApp is now all a construction report takes. The AI agent writes the report in Baukraft's own form, files it in the right project folder and sends it to the office – with possible change orders at the top.

Client
Baukraft Deutschland GmbH
Sector
Construction company, Munich
Solution
AI agent for daily and weekly reports
Status
In daily use
  1. WhatsAppVoice note or text from the site manager
  2. Speech recognitionVoice becomes text
  3. AI agentFills the report form, flags change orders
  4. PDF reportIn Baukraft's layout
  5. Project folder & officeGoogle Drive and email
Simplified view of the flow. Projects, end clients and site personnel are deliberately not named.

The starting point

Construction reports cost time at both ends: filling them in on site, and collecting, sorting and filing them by project in the office. According to Baukraft, that kept two people busy in the office.

The goal was for the report to be created where the information is – with the site manager on site – without a form, without rework, and in Baukraft's familiar format.

Our approach

  1. 01

    A voice note instead of a form

    The site manager sends a voice note or a short text to Baukraft's WhatsApp Business number: project, staff and hours, work done, equipment, material, anything unusual.

  2. 02

    Transcription and structure

    Voice notes are transcribed automatically. A language model sorts the content into the sections of Baukraft's report form, identifies the project and tells a daily report from a weekly one. It invents nothing: missing details appear in the report as "not stated".

  3. 03

    What matters, first

    Possible change orders, defects, obstructions or critical incidents are highlighted in the report and tagged in the email subject – with the basis and the next step.

  4. 04

    Filed and delivered

    The report is produced as a PDF in Baukraft's layout, saved to the project's Google Drive folder (new projects get a folder automatically) and emailed to the office with a short summary.

Scope & status

  • Done
  • Planned

In use

  • Input via WhatsApp – voice note or text — Done
  • Automatic speech recognition (German) — Done
  • Report in Baukraft's official form — Done
  • Daily or weekly report detected automatically — Done
  • Flags for possible change orders and critical incidents — Done
  • PDF filed in the project folder (Google Drive) — Done
  • Email to the office with summary and PDF — Done

Next stage

  • Site photos in the report — Planned
  • Connection to the plancraft construction software — Planned

Results

  • Two office roles freed up

    According to Baukraft, collecting, sorting and filing reports no longer ties up two people in the office.

  • Seconds, not paperwork

    On site, a report now takes seconds, according to Baukraft: a voice note instead of a form.

  • Every report in the right place

    Reports land in the project's folder automatically – consistently in Baukraft's format.

  • Change orders don't get lost

    Possible change orders and critical incidents are flagged the moment a report comes in.

The staffing and time figures are Baukraft Deutschland's own. The other points describe what the system demonstrably does.

Services in this project

Where does reporting still cost your team time?

We look at your workflow first – then build the agent around your forms and tools.

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