Client
Industry
Construction /
Construction Technology
Service
FDE /
AI Automation
Outcome
Faster, smarter
Report routing
Client
Industry
Construction /
Construction Technology
Service
FDE /
AI Automation
Outcome
Faster, smarter
Report routing
THE SHORT VERSION
The challenge
Incoming inspection reports arrive by email and leave teams to manually identify which project they belong to, extract key information, and manually forward them to the right people, creating delays and inconsistency.
What we built
An Intelligent Workflow Orchestration solution that automatically analyzes inspection reports, identifies the relevant project, and routes communications to the right stakeholders within key information extracted and organized.
The outcome
Faster routing, improved project visibility, and reduced communication friction across teams, reducing manual effort and the risk of missed or misplaced instructions.
THE CHALLENGE
Manual routing
slows the work down.
Managing multiple projects generates a constant flow of emails across clients, teams and operational workflows. Critical information is often buried within unstructured communication, requiring staff to manually interpret each message, identify the relevant project and determine who needs to act.
As email volume increases, manual routing becomes a bottleneck, creating delays, inconsistent distribution and the risk of important project information being missed or reaching the wrong people.
THE SOLUTION
Intelligent workflow orchestration
built for practical operations.
Managing multiple projects generates a constant flow of emails across clients, teams and operational workflows. Critical information is often buried within unstructured communication, requiring staff to manually interpret each message, identify the relevant project and determine who needs to act.
As email volume increases, manual routing becomes a bottleneck, creating delays, inconsistent distribution and the risk of important project information being missed or reaching the wrong people.
01 | Incoming report
Inspection reports arrive by email and PDF or other formats.
02 | AI analysis
The AI model analyzes the content, understands the context, and extracts key project details.
03 | Routes to team
The report is automatically routed to the right team based on project, trade and issue type.
IMPACT
Less manual triage
more consistent communication.
By automating the analysis and routing of inspection reports, AI-Levate helped Interscale reduce manual work, improve visibility, and keep project communication clear and consistent from intake to resolution.
Faster routing decisions
Reports are analyzed and routed in minutes, reducing delays and ensuring the right people are informed sooner.
More consistent communication
The right people receive the right information every time, reducing miscommunication and missed follow-ups.
Improved project visibility
Key information is captured and structured for easy tracking, giving teams better visibility and control across all projects.
Less administrative workload
Automating report identification, information extraction and distribution reduces repetitive manual tasks, allowing teams to focus on higher-value project activities.
Scalable project coordination
A repeatable, automated workflow supports report distribution across multiple projects and teams without relying on individual inbox management.
Streamlined report distribution
Inspection reports are processed, matched to relevant projects and routed to responsible teams through a connected automated workflow.
TECHNOLOGY STACK
The technology behind
the workflow.
Purpose-built AI, integrations and cloud infrastructure working together to turn incoming reports into actionable communication.
01 | AI & DEVELOPMENT
Qwen
Ollama
Python
02 | INTEGRATION & DATA
Microsoft Graph API
Microsoft Sharepoint
03 | CLOUD & MONITORING
AWS EC2
AWS Cloudwatch
04 | SECURITY & INFRASTRUCTURE
Microsoft Entra ID
Terraform
SEE IT IN ACTION
A closer look
at the workflow.
Watch how incoming inspection reports move from AI analysis to project matching and automated routing.
FAQ
A few things
you might be
wondering.
AI-powered workflow automation uses artificial intelligence to analyse information, make decisions and automate repetitive business processes. Ai-Levate's solution applies this technology to email routing, automatically processing inspection reports and directing them to the appropriate project teams.
AI-powered email routing analyses incoming emails and their attachments to identify relevant information. Ai-Levate's solution extracts project details from PDF inspection reports, matches them with existing project records and automatically forwards them to the responsible supervisors and administrators.
Yes. AI document processing can extract project addresses and other relevant details from PDF inspection reports. This allows businesses to process unstructured documents without manually reviewing and entering information for every incoming report.
Ai-Levate's solution uses AI-driven semantic matching to compare information extracted from inspection reports against existing project records. This helps identify the relevant project based on document content and context rather than relying solely on exact keyword matches.
When an inspection report cannot be confidently matched to an existing project, the workflow can flag it for manual review. This human-in-the-loop approach helps prevent uncertain matches from being automatically routed to the wrong recipients.
Traditional email filtering typically relies on predefined rules, keywords or sender information. AI-powered email routing can interpret document content and contextual information, allowing it to classify and route communications that require more complex analysis.
Yes. Ai-Levate's workflow routing implementation uses Microsoft Graph API and SharePoint to connect email processing with project information. Microsoft Entra ID supports identity and access management within the solution's integration architecture.
AI-powered email automation reduces repetitive administrative work, improves routing consistency and helps important information reach the right stakeholders sooner. It also enables teams to manage increasing communication volumes without proportionally increasing manual processing.
The solution uses Qwen AI models through Ollama, with Python for application development and workflow processing. Its infrastructure includes AWS EC2, AWS CloudWatch, Microsoft Graph API, SharePoint, Microsoft Entra ID and Terraform.
Yes. Ai-Levate develops custom AI workflow automation solutions through its Forward Deployed Engineering approach. Rather than applying a fixed automation template, the team designs solutions around each organisation's existing systems, operational processes and business requirements.