When a technician diagnoses a fault on-site, the office team must manually log the diagnosis, search multiple supplier websites, place orders by phone or email, and reschedule the customer callback. This manual process takes per cycle and often delays customer notifications by 2 to 3 days.
Automation extracts the diagnosis data, queries supplier inventory in real time, places the order automatically, and books the callback appointment with same-day customer notification. The entire cycle completes in under an hour with minimal manual intervention.
The full workflow, from trigger to completion.
Technician submits diagnosis form with fault code and part number from the field via email or mobile form.
Automation parses diagnosis email or form, extracts fault code, part number, customer name, and contact details.
Automation queries integrated supplier APIs or databases to check stock status and pricing for the required part number across preferred vendors.
Automation selects the best-priced in-stock option and places the order via supplier API or automated email to the preferred vendor.
Automation calculates delivery date plus 1 day, checks technician availability, and creates a new appointment.
Automation sends customer an SMS with new appointment date, part order number, and estimated delivery window.
Automation records order confirmation, supplier, delivery date, and cost customer record for visibility and follow-up.
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