Recurring paperwork, checked line by line against your records.
One workflow, built around the tools you already use. Anything that doesn't match goes to your team.
No files or preparation needed. You leave the call with your workflow written out, your team's hours counted and a clear answer on whether a fixed-price pilot fits. Any build is quoted in writing after the call.
How it works
Each engagement is one recurring workflow, built around the tools you already use. Every result is checked against its record, and anything that doesn't match is held for your team.
Map
A free 30 minute call. You walk me through one recurring workflow: the files, the tools, how many a month, and where it goes wrong.
Scope
If it fits, you get a fixed price in writing. It names the workflow, up to 2 file formats, what's included and what isn't, and the checks it has to pass.
Build
I build it in an automation account you own. Before it goes live, it runs on your last full month against the checks in your scope, and every output line has to tie to its record.
Handoff
You get a run book your staff can run it from and a handoff walkthrough. Then you run it yourself, or add the optional monthly plan and I check its reports every week.
One approved week, traced to its regular-hours line
Illustrative demo using sample data: every worker, customer and figure is fictional.
It combines the timesheet files into 1 list, checks each entry, holds the exceptions off the invoice, and drafts each invoice with every line tied to its approved hours.
Timesheet
E-1043 · Customer A · week ending 2026-06-05
5 days, 8 regular hours each
Approved
Checks
- Approved: yes
- Bill rate on file: $26.75 an hour
- Entered once: yes
Invoice line
E-1043 · Regular · 40 hours × $26.75 = $1,070.00
Tied to the 5 approved days behind it
Kept off the invoice
No approval yet
E-1043 · Customer A · week ending 2026-06-12 · 8 hours
Held until it's approved.
No bill rate
E-2085 · Customer B · week ending 2026-06-19 · 5 approved days
Held off the invoice.
Possible duplicate
E-1041 · Customer A · week ending 2026-06-05 · 2 entries, 19 hours
No entry ID on either, so both are held until the wrong copy is removed from your time records.
A real second shift clears once each entry carries its own entry ID.
Anything held stays off the invoice and is listed in the report with the reason and the row it came from.
Approved timesheets in, draft invoices out
Your team approves the timesheets, clears anything held, then reviews and sends each invoice. The workflow does everything in between, and every invoice it makes is a draft.
It reads time-clock CSV files, Excel (.xlsx) timesheets and your list of bill rates.
The drawing shows the finished workflow, from approved timesheets to draft invoices.
Your team approves timesheets as it does now. The workflow reads the files, combines them into 1 list and checks each entry for an approval, a bill rate above zero and a repeat. Anything that fails goes to your team to clear, then back through the same checks on the next run. Entries that pass are priced onto draft invoices, and you get the drafts, the held list and a run book. The demo doesn't keep track of which invoices you've sent, so your team checks each draft against them before sending it.
Every invoice line ties back to an approved hour, and anything that doesn't stays off the invoice.
- A timesheet that hasn't been approved is held off the invoice until it is.
- Approved hours with a missing or zero bill rate are held off the invoice.
- If 2 entries have the same worker, client and day, both are held off the invoice for your team to check, since one of them could be a real second shift. A real second shift clears once each entry carries its own entry ID in your time-clock export.
- Your team clears a hold by getting the timesheet approved, adding the bill rate to your list, or removing the wrong copy of a repeated entry from your timesheet.
- Once it's fixed in your timesheet or rate list, it goes back through the same checks on the next run.
- Before sending a draft, your team checks its invoice number and month against the invoices it has sent.
- A pilot's rerun safeguard is set up in your account and named in your scope.
Workflows I can assess
The same kind of work shows up across industries. Staffing has the working demo above. The other 4 are examples I could assess with you, and whether one fits depends on your tools and files.
Staffing agencies
Working demoApproved timesheets into draft client invoices, every line tied to its approved hours. Your payroll, accounting and applicant tracking system stay as they are.
Freight brokerages
It could check each carrier's rate confirmation, bill of lading and invoice against the load and hold the ones that differ. Your transportation management system (TMS) and your carrier vetting stay with you.
HVAC, plumbing and electrical
It could check that every closed job has an invoice that matches the work order and reaches your accounting software, and list the ones that don't. Your field service software stays as it is.
Contract manufacturing
It could sort incoming requests for quote (RFQs) and check each quote package for missing drawings, quantities or due dates before your estimator picks it up. Pricing, engineering and what you promise the customer stay with your people.
Grocery and distribution
It could check that an order change made after the electronic data interchange (EDI) order arrives also shows up in inventory and on the invoice, and list the ones that don't agree. Your EDI provider stays, and fulfillment decisions stay with your team.
If your recurring work isn't listed, bring it to the call.
What I promise
Pass or it does not ship.
Before it goes live, it runs on your last full month. Your written scope lists the checks it has to pass, and the reconciliation report has to tie every output line to its record. Anything that fails a check is held out of the output and listed with the reason. Your team confirms each one is right to hold, then fixes it in your own records, and it goes through the same checks on a later run. You and I check it together, and until it passes, it doesn't go live.
The staffing demo above runs these checks: every timesheet entry it reads ends up on a draft invoice, on the held list or set aside, each with its reason; a line is priced only once it's approved and has a bill rate; repeated entries are held; and every invoice line and total is recounted from the entries behind it.
Your real month.
Your last full calendar month, from the files you already have. You share only the columns I list in writing, you don't clean anything up first, and I don't pick the month.
Your data.
Your workflow runs in an automation account you own. Before a pilot, we agree in writing what data you share, who has access and how it's handled. I don't reuse your documents or customer records in work for other clients.
Pricing
Quoted after the call, on your measured volume. Half at signing, half once it passes on your month and you accept it.
I check every run's report each week, and if something broke, I tell you. If it stops doing what it was validated to do, on inputs that haven't changed, I fix it at no charge for as long as you keep the plan. When something outside it changes, like a changed export, an expired key, a service that moved or a platform update, up to 2 hours a month is covered, unused hours don't carry over, and past that I quote first. Anything beyond what I built, like a third format, another system or a change to what it does, I quote first. You can stop the plan with 30 days' notice in writing, and your workflow keeps running in the account you own.
What mostly sets the price: the documents you handle a month, which we measure on the call; how many file formats they come in, with up to 2 included and a third quoted separately; and the team hours we count together on the call.
It runs in an automation account you own and pay for. Any AI the workflow uses is billed to you directly, on your own key.
Monitored and maintained is optional: without it you pay the build fee only, nothing monthly to me, and the workflow runs in the account you own.
Once you've paid the build fee in full, you own your workflow as delivered, its run book, and the reports made for you. My general tools and methods stay mine; where they're built into your workflow, you can use, change and maintain them there for good, at no extra cost.
What a pilot includes
- 1 workflow, end to end
- Up to 2 file formats you already use
- A run on your last full calendar month before it goes live, with 1 round of fixes on the results
- A run book your staff can run it from
- A handoff walkthrough
What it doesn't include
- A third file format, another system or a change to what it does, each quoted in writing first
- Cleaning up records from before the month it runs on
- Changes to payroll, tax or accounting treatment
- Your automation account and any AI it uses, which you pay for directly
Your typical monthly volume is measured during scoping and written into your fixed-price quote.
Bring one recurring workflow
A good fit: work your team repeats every week or month, where documents have to agree with a record in another tool and someone checks or retypes them by hand.
Not a fit: one-off projects, work with nothing to check it against, or a change of software.
A free 30 minute call. You walk me through one recurring workflow, and we go through it step by step: the files, the tools, how many a month and the hours it takes your team.
You don't need to send any files to book or attend. You leave with the workflow written out step by step, your team's hours counted, and a clear answer on whether a fixed-price pilot fits. If a build won't pay for itself at your volume, I'll say so, you keep the count, and I'll name the one thing I'd change by hand instead.
Jesus Tolentino
6 years in financial systems and data.
I scope each workflow, build it, check it on your month, write its run book and hand it over. You work with me directly.
Questions
What tools can it work with?
It works from what your tools already produce, such as CSV and Excel (.xlsx) files. Each workflow is built on up to 2 file formats you already use, and a third is quoted separately. We check your specific tools on the call. Your tools stay.
Do I have to change my software?
No. Your software stays, and the workflow works with the files it already produces. Your team keeps the decisions it makes now, such as approvals, pricing and what you promise customers.
What happens to exceptions?
Anything that fails a check is held out of the output and listed with the reason. The staffing workflow above shows each kind of hold and how it clears. If you run the same month again, it drafts every invoice again, so your team checks each draft against the invoices it has sent before sending anything.
Where does the workflow run?
In an automation account you own, such as n8n Cloud, which you pay for directly. I'm added as a user, and you can remove my access at any time.
What do I need for the call?
Nothing. No files and no preparation. If you go ahead, we agree in writing before the pilot what data you share, who has access and how it's handled.
How long does it take?
2 to 3 weeks once I have access, your last full month's data and quick answers from your team. The date is written into your scope.
What does support cost?
Support is optional. The monthly plan is $500 to $1,000 a month, set by your volume. It covers the weekly check, defect fixes at no charge while you keep it, and up to 2 hours a month when something outside the workflow changes, and anything beyond what I built is quoted first. Without it, you pay the build fee only, and a defect is fixed at no charge for 14 days after you accept it.
What if it's not a fit?
I'll tell you on the call, and you keep the count we made together. If a build can't pass on your month after the included round of fixes, you can have 1 more round at no charge, or stop and get your deposit back, less at most $350 for the work done, within 10 business days.
30 minutes, nothing to prepare. We count the numbers together on the call.
Book a free 30 minute call