20 hours of admin a week,
handed to AI.

The problem

Every hour our contractors worked had to be tracked by hand. Each week we collected their hours, retyped them into a spreadsheet for each client, then entered them again in QuickBooks. Billing took days.

Contractors wrote notes in different styles, sometimes not in English, so they weren’t fit to show clients. Duplicate entries and late entries for weeks already billed were easy to miss.

What we built

• One hub for every contractor’s hours

  A central Google Sheet pulls in each contractor’s time log automatically. No more collecting and retyping.

• AI that writes for the client

  Claude rewrites every task note into clear, client-ready English and translates it when needed.

• Checks before anything goes out

  Duplicates, entries over 8 hours, missing descriptions, copied work and late entries are flagged before a client sees them.

• A live tracker for every client

  Each client gets their own tracker, by week, with every task, the hours and the cost, plus weekly or monthly email reports.

• Invoices in one click

  A monthly file goes straight into QuickBooks, after an audit compares our records with every client’s tracker.

What changed

• Admin that used to eat about 20 hours a week (writing up tasks, chasing hours, updating QuickBooks) now runs on its own.
• The pre-invoice audit matches every client’s hours to the minute, and has caught a 5-minute difference before an invoice went out.
• Clients see every task, hour and dollar in their own tracker, in plain English.
• It worked so well that we’re now rebuilding it as a full web app with contractor and client logins and a direct QuickBooks connection.