Create models in seconds
Upload a work order and watch as Affinda instantly predicts the data fields you want to extract, helping you automate work order data extraction in just a few clicks.
How to automate work order processing with Affinda's AI
- 1
Upload your work orders, your way
Email, drag and drop or connect via API.
- 2
Watch as it extracts your work order data
Affinda's AI reads your work orders with impressive contextual understanding. It splits and classifies documents, extracts and validates data, then transforms the output to match your business needs.
- 3
Automatically route the data to your systems
No manual data entry required. Affinda integrates seamlessly into your existing tech stack.
Extract any information from any document, fast
Affinda's AI reads, understands and extracts data from any work order or document 
Cleanse and transform data
Affinda automatically converts extracted work order data into the format your maintenance or ERP system recognizes, ensuring it's ready for immediate use. Need something custom? Use natural language to describe how you want the data to appear.
Apply business logic
Use natural language to write validation rules and apply your business logic to the data. This ensures the output meets your organization's requirements and enables straight-through work order processing.
Combine the best of artificial and human intelligence
1B+ documents processed
10+ years of IP combined with the latest AI innovations
800+ customers
95% reduction in manual processing achieved
No need to talk to sales. Get started now
With a free trial, discover how easy it is to extract any information from any document, fast.Sign up for free
No sales calls, no credit cards and no hidden features. Get all the power in your hands from day one.Upload documents
Drag and drop, email or upload via API. Affinda can handle any document, any file type and any layout with ease.See the magic
Watch as the platform predicts the information you want to extract, letting you build models in minutes, not months.Automating their document processes with AI
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 a 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/DOCX (Word), XLSX (Excel), HTML and TXT/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 a 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.