How BELFOR’s project managers capture their notes on the road
BELFOR’s project managers spend most of their day on site and on the road. Best Byte built a solution that lets them speak a file note into their phone, after which it arrives at the office ready to use.
Process Automation
AI Adoption
In a nutshell
BELFOR Netherlands restores damage after fire, water and storms, from six offices. Project managers handle many files at once and do most of their work in the field. Best Byte mapped their working day, compared three solution routes and built Voice-to-Note, a voice-to-text solution. The project manager calls one number and says what he has seen or agreed. AI turns that into a structured note and sends it to the right team assistant.
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Overview
BELFOR Netherlands has six offices and around 135 employees. The project managers are the point of contact for clients, loss adjusters, insurers and subcontractors. They each handle dozens to over a hundred files at the same time.
Key facts: 6 offices · ~135 employees · June to September 2026
The challenge
On every site visit, a project manager sees and hears things that belong in the file. Think of the extent of the damage, agreements with a loss adjuster or a task for the office. Between visits he spends a lot of time driving and on the phone.
All that information only reached the file once the project manager was back behind a computer. After a day with several visits, that meant a lot of writing up. That is time a project manager would rather spend with clients.
The approach
We started with the project manager’s working day and only then chose the technology.
Discovery. Interviews with project managers and a regional manager in two offices, plus a day out in the field. Capturing information quickly came out as the main theme.
Solution routes. Three routes compared: an off-the-shelf app, a custom build and a complete telephony package. The criteria were Dutch speech recognition, data processing in the EU, running costs and room to grow. The choice fell on a custom build with separate, replaceable components.
Build. Built in fortnightly sessions with BELFOR and tested first with one project manager. The AI cleans up the text and splits a call about several files into separate notes. Each note gets a type (file note, action for the project manager or task for the team assistant) and goes to the right person.
Go-live and support. Offices and users set up, agreements on data and support put in place, and the rollout done in person at each office. Best Byte hosts and manages the platform.
The results
Capture in the moment. The project manager records a note as soon as he has seen or agreed something, from the car or straight after a visit.
Every note in the same format. At the office, every note arrives in the same format, whoever records it and whichever office they work from.
Easy to use and easy to adjust. One phone number, no new app. The data stays in Europe, and we can change the format without a developer.
Key takeaways
By mapping the working day first, the solution landed exactly where the information is created: on the road and on site.
A simple first version makes it easy to get started. The next step is a direct link with Salesforce, so notes, tasks and estimates go straight into the file.