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Digitizing inspection reports – every reading with its unit

Inspection and maintenance reports come from service partners, experts and your own technicians – each on a different form. Excalitract extracts inspection date, readings with units, result and next due date according to your schema and evidences each value with its source location. Your maintenance planning then works with reviewed data.

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From inspection report to maintenance planning

From inspection report to maintenance planning
1 / 3Inspection and maintenance reports

Reports from service partners, experts and your own technicians – each on its own form.

A reading needs its unit

Does 0.5 mean megohms or milliamps? Excalitract captures value, unit and measuring point as separate fields, exactly as they appear in the report. You resolve doubtful cases against the original via the source location.

Due dates buried in the text

The next inspection appears somewhere in the report, sometimes as a date, sometimes as an interval. Excalitract captures it as a field of its own so your planning can work with it.

Evidence when questions arise

When an auditor or insurer asks, every detail must be traceable to the report. The source location shows where the value is, and every correction is kept as a revision.

Explained briefly

Inspection and maintenance reports in one minute

Readings and due dates

From the report to the next inspection date

For maintenance, what matters is what was inspected, with what result and when it is due again. Excalitract delivers exactly these values per inspected item: readings as a list with unit and measuring point, result and next due date as fields of their own. Assessment and planning stay in your maintenance system.

  • Measurement series as lists Any number of measuring points per report – as a separate sheet in the Excel® export.
  • Dates as date fields Inspection date and next due date are validated against the schema before they are approved.
  • Revisions, not overwrites Every correction is kept as a revision – traceable whenever questions come up.
  • Handover to maintenance Via JSON or REST API into your maintenance or asset management system.
An inspection report becomes a maintenance recordMarked passages of an inspection report become fields with source locations and land as a record in maintenance planning. The inspector’s name is missing and flagged for review.Inspected itemPump P-204Insulation resistance2.4 MΩNext inspection03/2026Inspectornot foundMaintenance planningInspection date captured12/03/2025Readings with units6 valuesNext due date transferred03/2026Inspector confirmedopenInspector missing: required field open, approval blocked

Every reading with its source location

Excalitract links reading, unit and measuring point to the passage in the report. Reviewers see immediately which row of the measurement table the value comes from.

Extracting a value with its source locationIn the original document, the location of a value is highlighted. A line connects the highlight to the extracted field “Consumption 2025: 48,210 kWh”, which carries the source location page 2, line 14.Page 2Field: Consumption 202548,210 kWhSource: p. 2, line 14From value to sourceHighlighted in the originalExtracting a value with its source locationIn the original document, the location of a value is highlighted. A line connects the highlight to the extracted field “Consumption 2025: 48,210 kWh”, which carries the source location page 2, line 14.Page 2Field: Consumption 202548,210 kWhSource: p. 2, line 14From value to sourceHighlighted in the original

Confirmed, corrected, traceable

Your team reviews the values next to the original and confirms or corrects them. Every change is saved as a revision and remains traceable in the audit log.

Review and approval against the originalThe extracted fields are shown for review next to the original. Two values are confirmed and one value is corrected – the old value remains visible in the history. Only then is the document approved.ReviewInvoice numberRE-2025-0815confirmedInvoice date14 Feb 2025confirmedNet amount1.824,50 €€1,284.50correctedHistory: model value → manual correctionApprove document ✓Review and approval against the originalThe extracted fields are shown for review next to the original. Two values are confirmed and one value is corrected – the old value remains visible in the history. Only then is the document approved.ReviewInvoice numberRE-2025-0815confirmedInvoice date14 Feb 2025confirmedNet amount1.824,50 €€1,284.50correctedHistory: model value → manual correctionApprove document ✓
Typical fields

These are the values Excalitract extracts for you

Examples – you define exactly which fields are extracted in the schema.

  • Inspected item, installation or asset number
  • Type of inspection, basis and inspection date
  • Readings with unit and measuring point
  • Result and defects found, as stated in the report
  • Inspector and inspection body
  • Next inspection date or interval

Your result

  • Reports from many different forms in one consistent structure
  • Readings with units and next due dates as the basis for your maintenance planning
  • Every value traceable to the original report
More use cases

The same principle for other document types

Certificates and records of proof Issuers, standards, batches and properties from certificates – evidenced for your quality assurance. Invoices and billing statements Line items, periods and amounts from invoices and billing statements – structured, detailed and evidenced. Contracts and legal tech Parties, terms, notice periods and amounts from contract portfolios – as a clean data foundation for legal review.

See all 13 use cases →

Demo

See Excalitract with your documents

No standard show: we prepare the demo for your documents and fields. Afterwards, you will know how Excalitract handles your document collection – and how you can measure it on a test set of your documents.

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