The problem
Billie's Painting Solutions runs its work through subcontractor crews, and every evening someone in the office had to find out which jobs were actually finished. That meant chasing crew leaders by text and phone, then piecing together who worked where, how many men were on site and for how long before any sub could be paid. When a reply never came, the job just sat open. At the end of the week each sub sent an invoice, and the office had to check those hours against whatever it had pieced together days earlier.
What I did
Built an end-of-day text that goes to each crew leader, based on the jobs already on the company's Google Calendar. Crews can answer in English or Spanish, and AI reads each reply and records whether the job is done, the crew size and the hours, and jobs that aren't finished get flagged for the office. It runs in Make with Quo for the texting, so the crews kept using the phones they already had and never had to learn an app.
The result
Subs no longer have to send invoices. The texts build a running log of completion, crew size and hours, reported the same night the work was done, and the office manager creates each week's bills straight from it. Billie can review hours as they come in, and the bills match the daily reports. The office no longer spends its evenings chasing crews for answers.
Next up: creating those weekly bills in QuickBooks automatically from the same log, with the office manager reviewing them before anything is paid.