AI System for Preparing Furniture Installation Files

The problem

Customers send room measurements in one message and door or stairway photos in others. With the order document in an email, the installation coordinator has to collect information from several places.

Floor, access and package details are copied into separate lists by hand. Missing measurements or conflicting information lead to further questions while the team prepares.

When a new photo or measurement arrives, staff check which part of the team file needs updating. Repeat attachments create more material to search through.

What we set out to improve

• Measurements, access conditions and package details can be found under the correct order with their sources
• Missing and conflicting information is shown as separate tasks based on the store’s checklist
• The approved preparation file is linked to the team record and new information reopens the affected field for review

How the system works

1. 01Receive messages and attachments against the order code. Use only the official WhatsApp Business Platform connection for WhatsApp; link web form submissions and email documents to the same order. Attach repeat files to the existing record.
2. 02Check the sender’s relationship to the order. Route private areas in home photos that are unrelated to the work for authorised review before external document reading.
3. 03OCR converts text in images into readable text. Extract product, package, floor, access and customer-written measurement details from messages and documents, linking each field to its source.
4. 04Compare the extracted details with the store’s installation checklist. Flag missing information and conflicting measurements under the order.
5. 05Write the preparation file, suggested equipment needs and missing-information tasks to the order table.
6. 06Link the file to the team record once the installation coordinator approves it. Reopen the affected field for review when new information arrives.

Methods we used

• Bring messages, web forms and email attachments together under a shared order code; an approved order table can be the starting point.
• Keep extracted fields with their sources and leave unreadable measurements or units blank.
• Base the missing-information list on the store’s installation checklist and present equipment needs as suggestions.
• Link duplicate files to the existing record and track new information alongside the fields covered by an earlier approval.

Where people stay involved

Data and security

Only the assigned team can access addresses and home photos. Unrelated personal content is separated before external reading, and only fields needed for preparation are processed. The source file, extracted field and reviewer’s correction remain linked. Instructions inside documents are not executed as workflow commands. Retention and deletion rules are agreed with the business. WhatsApp communication follows permission and messaging-window rules; sensitive content is handled through an authorised form.

Who this suits