| The job | It used to take | Now it runs |
|---|---|---|
| Vendor invoices read, coded and entered about 71 invoices a week, matched to the right job in QuickBooks | Hours, every single week | Every morning · 8:00 AM |
| Weekly crew payroll 44 checks totaling $93,207.25, entered in one run, ready to print | A full afternoon | Overnight, while I sleep |
| Vendor statements checked against the books every line matched, missing invoices chased automatically | Honestly? Rarely got done | Same day it arrives |
| Crew receipts filed from their phones a photo goes into the app, it lands in QuickBooks coded to the job, photo attached | A glovebox full of paper | Same day · photo attached |
| Every transaction audited for miscoding wrong job, wrong category, flagged before it hits a report | Never happened at all | Daily · 7:45 AM |
| Customer invoices billed out built in QuickBooks from the job's numbers, approved by a human, PDF emailed to the customer | An evening of copy and paste | Weekly · same day as approval |
| Cash, budgets and stuck items reported to the owner what came in, what went out, what needs a human decision | Whenever there was time | Every Monday · 7:00 AM |
What I automate
The unglamorous work that eats your week
If it repeats, it can probably run itself. This is the work I have already automated in a real company with real money, not a demo account.
Invoices and bills
Read from email, coded to the right job, entered in your accounting system, and held for your approval before anything gets paid.
Payroll prep
Hours come in, checks get entered and coded to the right jobs, and everything is ready for you to print and sign.
Vendor statements
Every statement matched line by line against your books. Missing invoices get requested from the vendor without you touching it.
Receipts
Your crew snaps a photo into a simple app. It lands in the books, coded to the job, with the photo attached.
Owner reporting
Cash position, project budgets, what is stuck and why. On a schedule, in plain English, in your inbox.
Quotes and collections
Polite nudges on unanswered quotes and overdue invoices that go out on time, every time, so you never have to remember.
How it works
Three steps, no new software
We sit with your week
One working session. We walk through what you or your office manager actually do, and I mark every task that repeats. You leave with a written list of what is automatable, in plain English, ranked by hours saved.
I build it on your tools
The automations run on what you already have: QuickBooks, email, spreadsheets, your calendar. Everything runs in test mode first. Nothing touches real money until you have approved it.
It runs itself and reports in
Every automation runs on a schedule, emails you what it did, and raises its hand when something looks wrong. You own the system outright. I am a call away, not a hostage fee.
Want to build it yourself instead?
The Claude Code Starter Guide walks you through the exact setup I use, from a blank laptop to your first working automation. No coding background assumed.
Who is behind this
Hi, I'm Sophie.
I'm Sophie Cobb. My husband runs a commercial concrete company, and I ran its back office. Accounts payable, payroll, budgets, the pile of vendor statements nobody wants to reconcile. I never learned to code.
What I had was a very clear picture of the work eating my week, and the stubbornness to sit with AI until it did that work correctly. The first automation filed vendor invoices. Then payroll. Then statements, budgets, the weekly owner report. Each one ran in test mode until I trusted it, then it ran for real. Those systems still run that business today.
- Proving ground
- A real concrete company's back office
- Automations in production
- 24 and counting
- Runs on
- QuickBooks, email, spreadsheets. Your existing tools
- Code you will need to write
- None