A service business needed phone requests to become structured operational records without manual listening, copying, and retyping before an ERP handoff.
The workflow receives recorded calls from the phone system, stores the audio, sends it for transcription, analyzes the Estonian transcript and call signals, checks whether the call is a valid service request, looks up the customer, and prepares the service order handoff.
Caller and call ID enter the n8n workflow.
Audio becomes usable transcript text.
Customer, address, work type, payment, and notes are parsed.
Existing customer and service context are checked.
Clean records continue; uncertain calls go to review.
Service requests arrived as speech, often with customer details, location, work description, payment information, and timing mixed inside the conversation. Before operations could act, someone had to listen and restructure the call.
The build separated call acquisition from order creation: first capture and transcribe the recording, then analyze the transcript, identify the service request, check customer context, prepare the service order payload, and notify the team with the useful transcript context.
New customers, ambiguous matches, unsupported service types, duplicate-risk situations, missing fields, transcript quality issues, and API errors can be routed to review instead of silently creating bad operational data.
The operational value is less retyping, clearer exceptions, separate valid and invalid request logs, and a more repeatable path from customer request to service order preparation.
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