Back-office process work · San Diego
Start with a free diagnostic: we map one process, show what it costs, and demo the fix in a sandbox. You pay only if you want to go further.
Timesheets into payroll. Sub invoices into QuickBooks. Insurance certificates into a spreadsheet somebody checks when they remember. It works, and nobody has time to fix it. We find the process that costs the most, put a dollar figure on it, fix it, and keep the fix running.
It has a price. The average accounts-payable team spends $9.40 to process one invoice; the best-run teams spend $2.78, and over 60% of invoices still need a person to handle them (Ardent Partners, 2025). Example: at 500 invoices a month, that gap is 500 × $6.62 = $3,310 a month, about $39,700 a year.
The gap: $6.62 per invoice. Over 60% of invoices still need a person.
Nobody wants a transformation. They want the invoice thing to stop taking six hours.
Worked example: 150 invoices a week, 4 minutes each, $30 an hour. Your numbers. Results update as you type.
Hours per week
10
150 invoices × 4 min ÷ 60
Hours per year
500
10 hrs a week × 50 working weeks a year
Annual cost
$15,000
500 hrs × $30 an hour
If half of that went away
$7,500
Half of $15,000, and half of 500 hours: 250 hours a year back.
Cash tied up by billing delay
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This is your math, not our claim. The free diagnostic estimates it; the deep dive measures it.
Your software already does its own job. The money goes into the gaps between the programs, where a person carries the data across by hand.
Each fix moves a number we can measure: some cut cost, some bring revenue in sooner.
Tracking which subs are covered, what expires this month, and which waivers are still missing before a draw.
Saves: the hours spent chasing paper, and the expired certificate caught before a claim instead of after.
Brings in: a draw that isn’t held up by a missing waiver gets paid sooner.
Vendor and sub invoices read, matched and queued in QuickBooks or your ERP instead of typed in one at a time.
Saves: cost per invoice. The average AP team spends $9.40 to process one; the best-run teams spend $2.78 (Ardent Partners, 2025).
Client timesheets that arrive as PDFs, spreadsheets and emails, turned into one clean payroll file.
Saves: hours per week. Example: 600 timesheets a week × 3 minutes = 30 hours a week, about $45,000 a year at a $30/hour loaded cost (50 working weeks).
Brings in: client billing built from the same clean file goes out sooner, with fewer hours left off.
Rate cons, bills of lading and proof of delivery pulled into your system and matched to the carrier invoice.
Brings in: accessorial charges such as detention and lumper fees billed instead of forgotten, and fewer days from delivery to invoice.
Saves: the hours spent matching paper to invoices.
Requests from calls, emails and texts logged, sorted and sent to the right person without someone retyping them.
Saves: hours per week of logging and dispatching.
Brings in: fewer days from job complete to invoice on billable work. 58% of property managers use AI; only 8% have fully automated any workflow (Buildium/NARPM 2026, vendor survey).
Procore, QuickBooks, AppFolio, your ERP. We connect them and turn on the features you’re not using. We don’t sell you a new system. Connecting them is the hard part: contractors rank integration complexity as their top barrier to AI, tied at 44% (ServiceTitan 2026, vendor survey).
We automate the reading, sorting and typing. Payments, payroll and anything that leaves the building still get a human click.
Some fixes are a connector nobody sees. Others need a page someone opens every morning.
We build both, on top of the software you already pay for and should keep. Each one is priced against the number it moves.
Your project software talks to your accounting system. Loads in your dispatch system land in QuickBooks. Timesheets flow into payroll. No one carries the data across.
Worth: the hours of retyping they remove, and the cost per invoice or timesheet that comes down with them.
One page that pulls from the systems you already use: job cost against budget, open work orders by property, expiring insurance certificates, cash waiting to be billed. Current every morning, not rebuilt every Friday.
Worth: the hours someone spends building the Friday report, plus unbilled work and expiring certificates you see in time to act.
A portal where subs upload their certificates, a form that turns a phone call into a work order, an approval screen for invoices. Built for your process, not a generic one.
Worth: the chasing it replaces, and fewer days between a request, an approval and an invoice.
Same terms as every build: a fixed price scoped in the deep dive, it runs in your accounts, and you own the code.
Saved hours are the easy number. The less obvious one is money that arrives late or never gets billed.
These are worked examples, not client results.
Example: you finish $10,000 of billable work a day and it takes 10 days to invoice. That’s about $100,000 of finished work sitting unbilled at any moment. Invoice in 2 days and it’s about $20,000. The $80,000 difference comes in sooner.
Change orders done in the field and never priced. Detention and lumper charges nobody wrote down. Example: five missed $75 charges a week is $375 a week, $18,750 a year over 50 working weeks, for work you already paid to do.
If a quote takes three days because someone pulls prices from three systems, a competitor who answers the same day gets the first look. We can’t tell you how many more jobs that wins. The deep dive measures how long your quotes take now.
We map one process with your team and estimate what it costs you using the calculator math on your numbers. It ends with a live demo of the fix running in a sandbox.
We take on a few each month, for companies that qualify.
Not there yet? Start with the free course Finding the Process Worth Automating and the cost calculator.
The first step is free. Every step after it has a fixed price, low enough that a department head can approve it without taking it to the board.
And every build is measured: only 39% of organizations see any profit impact from AI, and most of those see under 5% (McKinsey, State of AI 2025). So the deep dive takes a baseline before we build, and we measure the same way after.
About half a day, for companies that qualify. We map one process and estimate what it costs on your numbers. It ends with a live demo of the fix running in a sandbox, with the decision-maker in the room.
Two days. We measure every relevant process as a dollar baseline, plan the connection into your systems, and give you a fixed price for the build. You keep the written report, and the fee is credited toward a build signed within 60 days. If nothing is worth fixing, the report says so.
Priced from the savings the deep dive measures, as one fixed price, and built to pay for itself inside the first year. About two weeks, running in your accounts, measured against the baseline afterwards. The target is 2–4x what you paid. It’s a target, not a promise. A 50% deposit puts it on the schedule.
We maintain it in your accounts: we watch it, and fix it when something upstream changes. $300 gets a response the next business day. $500 gets one within four business hours. Anything that touches payroll or payments is on the four-hour tier. Pay for the year up front and one month is free.
Every quarter · Both plans
Once a quarter we measure what the fix saved against the baseline, in dollars, and bring you the next process worth fixing with its own fixed price. You decide whether to do it.
Example, not a result
Say the deep dive prices the build at $10,000 (an example figure; yours comes from your own savings). That plus $300 a month to keep it running costs $13,600 in the first year. If it takes the timesheet job above from 30 hours a week to 10, the 20 hours saved are worth 20 × $30 × 50 = $30,000 a year. That’s about 2.2x in year one. The $1,500 deep dive is credited toward a build signed within 60 days, so it isn’t counted twice. An example, not a result.
Hours at your loaded cost, cost per item, and billing recovered. Saved hours only turn into money if the time goes to work you’d otherwise pay for or leave undone. The deep-dive report says which, and if the math comes out under 1x, it tells you not to build.
Your accounts, your data, your logins. Every build is documented, so you’re never stuck with us.
Four hours at your office with up to 20 of your staff: how these tools work, where they go wrong, what not to paste into them, and how to put a dollar figure on the work they could take off your desk.
It’s built for AP and AR clerks, payroll and HR coordinators, office managers, dispatchers and controllers. Nobody writes code. Everyone works through three exercises on sample data, and nobody pastes company records.
The rule we repeat all day: nothing that moves money or goes to a customer happens without a person approving it.
Every workshop ends with the process your team would most like fixed. That’s where a free diagnostic starts, for companies that qualify. The full agenda →
Three of these run on our own back office every day. The dashboards are built from the same parts. Each one has a setup fee, then a monthly price.
We set them up for your business, tune them, and keep them running. We’re taking our first clients for each one now, so there are no client results to show yet.
Junk moved out of the way every hour, everything else labeled Action, Money, Logistics or FYI, and one email at 6 a.m.: what came in, what’s waiting on a reply, and what has sat too long. It never deletes mail and never sends it for you.
Job cost against budget, open work orders, expiring certificates, work done but not billed. Pulled from the software you already pay for, refreshed every night, in your own accounts.
A short contact form, a live chat box your staff answer, and one lead list with status, source and follow-up notes, on your own WordPress site. No per-seat fees, and the data stays on your site.
For small government contractors. SAM.gov and the other federal sources watched for your NAICS codes, keywords and set-asides, each notice scored 1 to 5 for fit, in one email every Monday. You decide what to bid.
Same terms as every build: it runs in your accounts (the scanner reads only public sources), a person approves anything that moves money or leaves the building, and you can switch it off. Details and prices →
We’re new, and veteran-owned. Our first client engagements start this fall, so there are no client results on this page yet.
What we bring is two decades of systems, automation and technical training work for federal and public-safety customers, and the same kind of systems running in our own back office:
We’ll publish before-and-after numbers from each client engagement, with the client’s permission.
San Diego companies with 20 to 200 people and a busy back office: construction, logistics, light manufacturing, property management, staffing.
We speed up the people you have. If the goal of a project is to cut staff, we’re the wrong firm.
We don’t do medical, legal, or anything built on sensitive personal data. That work needs a different kind of firm.
Tell us about the part of your week you'd most like back. We’ll reply within one business day to set up a twenty-minute call.
On the call we’ll make a rough estimate of what that process costs you a year, which is usually enough to tell if you qualify for the free diagnostic.
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