Voice notes and photos that crew leads send on WhatsApp all day become the site diary. AI sorts them into diary sections and logs every delay with the trade and hours lost, and at 5 PM each site's PDF diary reaches the project manager.
Typical results
5 PM
Diary PDF ready for every active site
Under 5%
Working days with no diary entry
Same day
Delays logged with trade, cause and hours lost
Figures reflect typical results for this kind of automation.
The challenge
Site diaries matter in disputes and delay claims, yet they are often written at the end of a long day from memory, or skipped. Project managers spend close to an hour a day piecing together deliveries, visitors and weather from calls and chat messages, and delays caused by a trade or a missed delivery go unrecorded.
Before and after
Minutes per day writing site diaries
−90%Working days with no diary entry
−87%The automation
Crew leads send voice notes and photos to a site WhatsApp number as the day goes on. AI transcribes each note and sorts it into the diary sections: work done, deliveries, visitors, weather and delays. Each delay or missed delivery also becomes a row in the project's delay log with the trade, cause and hours lost. At 5 PM, a PDF diary for each site goes to the project manager and is saved to the project folder.
How it works
- 01
Notes sent from site
Crew leads send voice notes and photos to the site WhatsApp number whenever something happens: a pour, a delivery, a visit.
- 02
Transcribed and sorted
AI transcribes each voice note and places each point under work done, deliveries, visitors, weather or delays.
- 03
Delays logged
Any delay or missed delivery becomes a row in the project's delay log with the trade, the cause, the hours lost and the voice note it came from.
- 04
Diary built at 5 PM
A PDF diary for each site is built from the sorted notes and photos, with the day's delays at the top, and sent to the project manager.
- 05
Filed for the record
Each diary is saved to the project folder by date, ready for progress meetings, delay claims or a dispute.
Starts from
- Crew voice notes
- Site photos on WhatsApp
Delivers
- Daily PDF diary per site
- Delay log row per event
- Saved to project folder
The impact
Each site has a complete diary every working day without anyone sitting down to write it. Project managers save about 45 minutes a day, working days with no diary entry drop from around 30% to under 5%, and the delay log lists lost hours by trade, ready for any delay claim.
Questions about this automation
What if a voice note is unclear or in another language?
AI transcribes common languages, including notes that mix Hebrew and English, and writes the diary in one language. When a note is too noisy to understand, it is marked in the diary as unclear with the original audio linked, so the project manager can listen and add the point by hand.
Can the project manager correct a diary after it is filed?
Yes. Each diary comes with a link to edit its text, and a corrected PDF is saved as a new version in the project folder. The original version is kept next to it, so the record shows what was changed and when, which matters if the diary is used in a delay claim.
Does each site need its own WhatsApp number?
Either works. One number per site keeps notes sorted with no extra step. With one shared number, crew leads are matched to their current site from the site list, and anyone on two sites that day is asked which one a note is about. It's a multi-step build, usually rolled out in stages.