XOi Technologies used Anvil's embedded builders and PDF Filling API to allow customers to upload site inspection reports and populate them with data collected during technician site walkthrough workflows.
The Company
XOi Technologies provides a digital platform for field service teams, delivering streamlined workflows and instant knowledge access for field service technicians. The platform serves field service companies across the skilled trades, including HVAC and commercial mechanical service, helping technicians document their work, access technical information, and get real-time support from back-office staff. By digitizing field service operations, XOi enables service companies to improve efficiency, reduce errors, and provide better customer service.
The Problem
Field service technicians work at customer sites performing installations, repairs, and inspections. These jobs require thorough documentation, including site inspection reports that show conditions found, work performed, parts used, and recommendations for future service. These reports serve multiple purposes: customer records, warranty documentation, compliance proof, and billing backup.
Traditionally, technicians carry paper forms or PDFs on tablets, manually filling out inspection reports by hand or typing into static PDF fields. This manual documentation process has several problems. Handwritten reports are often illegible. Typed reports take time that technicians would rather spend on billable work. Information gets duplicated across multiple fields. If a technician has to write the customer address once, they shouldn't have to write it again on the same form. Most critically, manual documentation leads to incomplete reports where technicians skip fields or forget to collect critical information.
XOi's platform collects structured data as technicians complete their site walkthrough workflow (equipment details, conditions found, measurements taken, work performed). But each XOi customer (a field service company) has their own specific inspection report formats. Some use manufacturer forms. Others have custom company templates. Each wants their technicians to complete documentation using their specific forms while benefiting from XOi's digital workflow.
Building custom integrations for every customer's forms would be unsustainable. XOi needed a solution that would allow customers to use their existing report templates while automatically populating them with data technicians collect through XOi's digital workflow.
The Solution
XOi Technologies implemented Anvil's embedded builders and PDF Filling API, allowing customers to upload their existing inspection report templates and connect them to data collected during site walkthroughs.
The solution works through XOi's customer portal. When a field service company onboards to XOi, they can upload their existing site inspection report PDFs using Anvil's embedded builder interface. The builder is integrated directly into XOi's platform, allowing customers to make their reports fillable without requiring XOi's engineering team to handle each custom form.
Using the embedded builder, customers identify which fields in their reports should be populated with which data from the XOi workflow. For example, they might map "Customer Name" in their form to the customer name data XOi collects, "Equipment Serial Number" to the equipment data technicians scan, and "Technician Notes" to observations entered during the walkthrough.
When a technician completes a job using XOi's mobile workflow, they're collecting all necessary data through a structured process: scanning equipment barcodes, recording measurements, taking photos, entering observations. Once the workflow is complete, XOi uses Anvil's PDF Filling API to automatically generate the customer's site inspection report with all collected data properly populated into the correct fields.
The result is a fully completed, professional inspection report in the customer's exact format, generated automatically from the technician's workflow. Technicians don't spend time manually filling out forms. Reports are complete, accurate, and consistent. Customers can keep using their established report formats while benefiting from XOi's digital workflow improvements.
This automation ensures that field service companies can close jobs faster, with complete documentation ready immediately after the technician completes their work, rather than waiting for manual report writing back at the office.
By implementing Anvil's embedded builders and PDF Filling API, XOi Technologies created a flexible documentation solution that allows field service companies to maintain their existing report formats while dramatically reducing the time technicians spend on paperwork, ensuring that documentation is complete, accurate, and available immediately when jobs are finished.
