From paper to WhatsApp: field reporting with Prisma Agent for BuildUp FM

At a glance: from problem to solution

• The problem: field technicians filling out paper reports after every job across 1,600+ retail locations, then physically delivering them to the office.
• The solution: a WhatsApp-based reporting system powered by Prisma - technicians send voice notes, photos and text to document each job. Reports are automatically generated and sent to the CRM, Google Drive and email.
• The impact: paper eliminated, reporting time drastically reduced, more jobs completed per day.

Context and challenge

BuildUp Facility Management handles installations and maintenance for over 1,600 retail locations across major national chains - La Piadineria, Alice Pizza, GameLife, Hamericas and many more. Every day, field technicians complete jobs throughout Italy.

The problem was reporting. After each job, every technician had to fill out a paper form with job details - chain, store, hours, materials used, technical notes. Then deliver the form to the office. A slow process, prone to errors, that took valuable time away from actual work.

The solution: WhatsApp reporting with Prisma

We built a fully digital reporting system based on Prisma, our AI agent on WhatsApp. It works simply: the technician opens the chat, specifies the chain and store, and the system automatically identifies the correct location from the database.

The technician reports the job in the most natural way possible: a voice message describing the work done, photos of the completed job, or simply a text message. No forms to fill, no format to follow.

Automatic reports and monitoring dashboard

From the data collected via WhatsApp, the system automatically generates structured reports for each job - complete with technician, chain, store, hours, materials and activity description. Each report is sent directly to the company CRM, saved on Google Drive and emailed to the owner.

Completing the system, a monitoring dashboard gives management a full view of hours worked, number of jobs and performance by employee and chain.

Results

• Zero paper: paper reports and physical office delivery completely eliminated
• Instant reporting: a WhatsApp voice note replaces manual form filling
• Automatic reports: every job generates a structured report sent to CRM, Google Drive and email
• More jobs per day: time saved on paperwork translates to more installations and maintenance completed
• Full visibility: real-time dashboard for monitoring hours, jobs and team performance

Conclusion

With Prisma, BuildUp FM transformed a bureaucratic process that slowed down daily operations into a natural digital workflow. Technicians report while moving between jobs, management has full visibility over operations, and the company can focus its resources on what matters: serving their clients.