Jesus Tolentino
Back-office workflow automation

I automate document matching end to end, then prove it on your last full month of real data before you rely on it.

What changes is who does the matching.

Book a 30 minute call See who does what
The same Friday, two ways
Friday, by hand

The documents come in. Someone keys them in again.

Two of them should agree. They don't.

Trace the difference back by hand, record by record.

It goes out late, with a line you're not sure of.

Friday, automated

Open the reconciliation report.

Check the lines it could not tie to a source.

Release the lines that tied.

The afternoon is yours.

15 years in financial systems and data Validated on your own last month of data Fixed price, quoted against your measured volume
The problem

Different paperwork, same problem

Timesheets get chased through email threads. Rate cons get keyed into the TMS by hand. Quotes wait behind a full inbox. Order changes land after the truck is already loaded.

In every case there are documents that have to match, and someone on your team matches them by hand. Those are the quietest hours on your payroll: moving numbers from one place to another, then arguing about them when they disagree.

Industries

The workflows I build, by industry

One workflow per engagement, end to end, against the formats you already use.

Stop chasing timesheets on Friday afternoon

Approved hours live in email threads and 2 spreadsheets. When a client disputes an invoice, tracing it back to the approved timesheet is the worst hour of the billing week. Subvendor invoices get checked against approved hours by hand.

Approved timesheets Match Client-ready invoices Reconciliation report

What I build: approved timesheets in whatever format they arrive, client-ready invoices out, and a reconciliation report tying every invoice line to an approved hour. Validated on a full month of your real billing before anyone relies on it.

Stop keying rate cons into the TMS

Carrier packets land and someone rekeys them by hand. Check-call notes get typed into the TMS, then retyped into emails to customers. Between packets and notes, that is where small brokerages lose the most hours per load.

Carrier packet Read TMS entry Check-call notes Tie to source paper

What I build: packet intake that reads the documents, loads your TMS, and captures the check-call notes, with a reconciliation report tying every entry to its source paper. Validated against a month of your real loads. Your TMS stays.

After the job closes: invoice out, review ask out, books that match

The tech closes the job in Jobber or Housecall Pro, and the office side starts by hand: the invoice, the review request, the next-service reminder. And the QuickBooks sync most shops run only goes one direction, so the books still need fixing by hand.

Job closed Invoice Review request Reminder Books reconciled

What I build: the layer after the job. Job closes, invoice goes out, review request follows, reminder fires, books stay reconciled, with a report tying every invoice to a completed job. Your tools stay, the retyping goes.

RFQ in, quote staged, nothing dies in an inbox

RFQs hit the inbox faster than quotes leave it. Shops running intake on spreadsheets and email lose work to whoever quotes first, and the fix costs a lot less than an ERP.

RFQ email Read Staged quote package Quote-to-RFQ log

What I build: RFQ intake that reads the request, stages the quote package, and keeps a log tying every quote to its source RFQ. Validated on a month of your real RFQs before you rely on it.

When the 860 lands after the truck is loaded

The transmissions run fine. The hours go to the edges: a customer changes an order after the EDI has landed, and your team patches inventory and invoicing by hand to keep them straight. Chargebacks and short-pays start as small mismatches nobody caught.

EDI 860 change Apply Inventory Invoicing Three-way tie-out

What I build: order-change handling and a reconciliation report tying EDI, inventory, and invoicing to each other, validated on a full month of your real orders. SPS or TrueCommerce stays; the manual patching goes.

Who does what

5 industries, and what stays with your team

A coloured line is work the workflow takes, a plain line is work your team keeps, and a dashed line is a path the run never reaches.

Staffing agencies

Approved timesheets in, client-ready invoices out

2 lanes, 4 crossings, and the last step is yours to review and send the invoice. The held list goes back through the test.

YOURTEAMTHEWORKFLOW01Approve thetimesheetsas you do nowHELDWork the held listnot approvedno rate card linealready sent07Review it, thensend itthe run booksays how02Read the files asthey arriveCSV · XLSX ·rate card03Merge both shapesinto 1 record2 formats, 1 model05Price it, theninvoice itat the rate card06Build the invoices,every line tiedand the held list04Ready to bill?NOYESEND RESULT · YOURS TO RUNA client-ready invoice with every line tied to the approved hour behind it,the held list beside it, and a run book your own staff run it from. YOURTEAMTHEWORKFLOW01Approve thetimesheetsas you do now02Read the files asthey arriveCSV · XLSX ·rate card03Merge both shapesinto 1 record2 formats, 1 modelHELDWork the held listnot approvedno rate card linealready sent05Price it, theninvoice itat the rate card06Build the invoices,every line tiedand the held list07Review it, thensend itthe run booksays how04Ready to bill?NOYESEND RESULT · YOURS TO RUNA client-ready invoice with every line tied tothe approved hour behind it, the held list besideit, and a run book your own staff run it from.

The sample staffing workflow runs end to end on sample data. Every build is custom to how you already work.

Freight brokerages

Stop keying rate cons into the TMS

2 lanes, 4 crossings, and the last step is yours to review and answer. Worked exceptions go back through the test. Your TMS stays where it is.

YOURTEAMTHEWORKFLOW01Answer the calls asthe packets landboth arrive asthey do nowHELDWork theexceptionsno matching load,or a line differs07Review it, thenanswerthe run booksays how02Read the carrierpacketrate confirmation ·BOL · invoice03Match it againstthe load recordline against line05Load the TMS, keepthe check callsyour TMS stays06Report the ties,entry by entryto the source04Does the packettie to the load?NOYESEND RESULT · YOURS TO RUNEvery TMS entry tied to the piece of paper it came from, check-call notescaptured once instead of typed twice, and a run book your staff run it from. YOURTEAMTHEWORKFLOW01Answer the calls asthe packets landboth arrive asthey do now02Read the carrierpacketrate confirmation ·BOL · invoice03Match it againstthe load recordline against lineHELDWork theexceptionsno matching load,or a line differs05Load the TMS, keepthe check callsyour TMS stays06Report the ties,entry by entryto the source07Review it, thenanswerthe run booksays how04Does the packettie to the load?NOYESEND RESULT · YOURS TO RUNEvery TMS entry tied to the piece of paper itcame from, check-call notes captured once insteadof typed twice, and a run book your staff run it from.

The sample staffing workflow runs end to end on sample data. Every build is custom to how you already work.

HVAC, plumbing, electrical

Close the job. The invoice and the follow-ups go out without you

2 lanes, 1 crossing, and after step 01 your team's empty lane is the offer rather than a gap in the drawing. Jobber or Housecall Pro stays where it is.

YOUR TEAM THE WORKFLOW 01 Close the job in Jobber or Housecall Pro as you do now 02 Read the closed job Jobber · Housecall Pro 03 Send the invoice no one touches it 04 Send the review request no one asks for it 05 Send the payment reminder no one chases it 06 Keep the books clean no one keys it in END RESULT · YOURS TO RUN The invoice, the review request and the payment reminder all go out on their own, the books stay tied to the jobs behind them, and nobody touched any of it. YOUR TEAM THE WORKFLOW 01 Close the job in Jobber or Housecall Pro as you do now 02 Read the closed job Jobber · Housecall Pro 03 Send the invoice no one touches it 04 Send the review request no one asks for it 05 Send the payment reminder no one chases it 06 Keep the books clean no one keys it in END RESULT · YOURS TO RUN The invoice, the review request and the payment reminder all go out on their own, the books stay tied to the jobs behind them, and nobody touched any of it.

The sample staffing workflow runs end to end on sample data. Every build is custom to how you already work.

Contract manufacturing

Every RFQ becomes a staged quote you can trace back

2 lanes, 2 crossings, and the last step is yours to send. The dead end is on purpose, and nothing leaves without you.

YOUR TEAM THE WORKFLOW 01 Take the RFQ as you do now email · spreadsheet 02 Read it the way it came no retyping 03 Build the quote from the request itself line by line 04 Stage it, tied to the request it came from staged, not sent THE BUILD STOPS HERE 05 Send it when you are ready and not before END RESULT · YOURS TO RUN A staged quote for every request that came in, each one traceable to the request behind it, and not one of them sent until you send it. YOUR TEAM THE WORKFLOW 01 Take the RFQ as you do now email · spreadsheet 02 Read it the way it came no retyping 03 Build the quote from the request itself line by line 04 Stage it, tied to the request it came from staged, not sent THE BUILD STOPS HERE 05 Send it when you are ready and not before END RESULT · YOURS TO RUN A staged quote for every request that came in, each one traceable to the request behind it, and not one of them sent until you send it.

The sample staffing workflow runs end to end on sample data. Every build is custom to how you already work.

Grocery and distribution

The order changes after the EDI lands, and all 3 still agree

2 lanes, 3 crossings, and 3 systems that have to say the same thing. What you settle goes back through the test. Your EDI provider stays where it is.

YOUR TEAM THE WORKFLOW 01 Take the change after the EDI lands as it does now 02 The EDI order as it landed 03 Inventory on hand after the change 04 What you invoice at the changed line 05 Do all three agree? YES 06 Post it, every line tied to the change and what did not NO NOT AGREED Settle what did not agree with the difference shown END RESULT · YOURS TO RUN The EDI order, the stock on hand and the invoice saying the same thing after every change, every line tied to the change behind it, and the rest on your desk. YOUR TEAM THE WORKFLOW 01 Take the change after the EDI lands as it does now 02 The EDI order as it landed 03 Inventory on hand after the change 04 What you invoice at the changed line 05 Do all three agree? YES 06 Post it, every line tied to the change and what did not NO NOT AGREED Settle what did not agree with the difference shown END RESULT · YOURS TO RUN The EDI order, the stock on hand and the invoice saying the same thing after every change, every line tied to the change behind it, and the rest on your desk.

The sample staffing workflow runs end to end on sample data. Every build is custom to how you already work.

Who builds it

You work with me directly

Jesus Tolentino
Jesus Tolentino
Financial systems and data, 15 years

I spent 15 years in financial systems and data, where numbers that do not tie to source do not ship. Your automation gets built to the same standard: validated against known answers, tested at your real volume, documented so you are never dependent on me.

Method

How it works

Step 01

Count

A 30 minute call. We walk your workflow step by step and count the hours it eats, with your own volume. You get a fixed quote against that number.

Step 02

Build

Built end to end against the formats you already use. You own the automation account the build runs in. Your tools stay.

Step 03

Prove

Before go-live, the build processes your last full calendar month of real data and we read the reconciliation report together. Then it ships with a run book your staff can operate.

What "validated" means here

Stated plainly, so you can hold me to it

Somebody on your team gets their week back. They get it the day the build passes on your own last full calendar month, and not a day before.

Your real month

Your last full calendar month of real documents, exactly as they arrive. You do not clean anything up first, and I do not get to pick the month. Whatever went wrong in it is mine to handle.

Those documents live in the automation account you own, on every engagement. I keep a working copy while I build, nobody but me touches it, and I delete it at handoff. If I learn that anyone else reached your documents, you hear from me inside 72 hours.

Steps in your workflow run your documents through a commercial AI service, on your own account and key. Nothing from them enters another workflow or template.

Your documents, your data and your credentials are never part of what I reuse and never go to another engagement.

What has to match

The build runs that whole month, and we read the reconciliation report together. Every line on that report shows the documents behind it, so you can check any number without doing the work over by hand. Anything we disagree on is mine to fix before go-live.

What you keep

Your own staff runs this without me, from a run book written for them. You get 1 round of changes on the validation results. If you find something broken in what I delivered inside 14 days of acceptance, fixing it is on me.

Pass or it does not ship

Pricing

Pricing, stated plainly

One workflow, built $1,500 to $3,500 fixed

A single-workflow build, quoted against your measured volume. Half at signing, half at delivery. You own the delivered workflow and the run book on final payment.

Monitored and maintained $500 to $1,000 a month

It runs in an automation account you own and pay for, on every engagement. I monitor it, and defect repair runs for as long as I maintain it, with no cap on hours or count. When something on your side changes, a new export format or an expired key, I cover 2 hours a calendar month, which do not roll forward, and quote a change order past that.

What I keep is the general-purpose building blocks behind your build, the validation and reconciliation logic I bring to every engagement, and you get a permanent license to use, change and maintain anything of mine embedded in what I deliver.

Larger multi-workflow builds are scoped after the first one proves itself.

Next step

Find out what your workflow is costing you

A 30 minute call. We count the hours with your numbers. If the math does not work, you keep the count.

Book a 30 minute call