Stop chasing paperwork after the job is done.
Your office manager starts with the paperwork organized and the missing items identified, instead of searching messages and chasing suppliers.
Recommended first AI employee
Receipts and Bills Coordinator
An AI employee could request missing receipts, match incoming paperwork to the job and prepare it for your office manager to review.
AI employees that could benefit your business.
The recommended employee is explained below. We would explore the other jobs with you in a full Code Quarry audit.
Time your team spends on these jobs
across 4 jobs
across those jobs
- 01Recommended first AI employee
Receipts and Bills Coordinator
An AI employee could request missing receipts, match incoming paperwork to the job and prepare it for your office manager to review.
8 hours / week × 50 weeks × $28 / hour$11,200current annual labor cost - 02Other work you listed
Field Ticket Coordinator
Check tickets for required signatures and job references; request missing details.
Billing starts with complete field records.
12 hours / week × 50 weeks × $36 / hour$21,600current annual labor cost - 03Other work you listed
Billing Preparation Coordinator
Gather approved completion records and prepare draft invoices for accounting.
Accounting reviews the invoice instead of hunting for its supporting records.
10 hours / week × 50 weeks × $35 / hour$17,500current annual labor cost - 04Other work you listed
Job Status Coordinator
Collect job progress updates and prepare customer status emails for review.
Your office can answer customers without chasing the latest update.
8 hours / week × 50 weeks × $36 / hour$14,400current annual labor cost
Job costs stay incomplete. We cannot see the real job margin until the paperwork catches up.
Code Quarry looks at the work together: time spent, delays, missed follow-ups and what your people could do instead.
Recommended first AI employee.
Receipts and Bills Coordinator
An AI employee could request missing receipts, match incoming paperwork to the job and prepare it for your office manager to review.
What this AI employee does
Check
the job’s paperwork list and identify missing receipts and bills.
Send
routine requests to the foreman and suppliers under your follow-up rules.
Read
incoming receipts, bills and crew photos.
Match
each document to a job using its job number, supplier and date.
Flag
possible duplicates, missing details and uncertain job matches.
Update
the paperwork list as documents arrive and follow up on outstanding requests.
Organize
the documents and exceptions for your office manager to review.
A job is marked complete and its receipts and bills need to be collected.
Before and after an AI employee.
A job finishes. Our office manager texts the foreman, emails suppliers and checks the shared inbox for missing receipts. Someone matches the receipts to the job and puts everything together for accounting.
The office manager opens the job’s documents and sees what has arrived, what is still missing and which items need a decision. Routine requests follow the team’s rules. Accounting reviews the bills before posting.
Job receipts and bills organized for review, with a short list of missing items and uncertain matches.
Your office manager checks job matches and exceptions. Accounting approves bills, amounts and posting. Your team sets the follow-up rules.
How the AI employee would work with your software.
Your software holds the records. The proposed AI employee collects, checks and prepares the information your team needs.
QuickBooks Online
- Information it reads
- Job names, job numbers and existing bill records.
- The AI employee’s work
- Match incoming paperwork to the right job and flag possible duplicate bills.
- What your team gets
- Suggested job matches and exceptions for accounting to approve.
Outlook
- Information it reads
- Supplier emails and attached receipts or bills.
- The AI employee’s work
- Request missing paperwork, read replies and sort attachments by job.
- What your team gets
- An organized set of supplier documents, with unanswered requests tracked.
Excel
- Information it reads
- Your office’s list of paperwork expected for each job.
- The AI employee’s work
- Update what has arrived and keep missing items visible.
- What your team gets
- One current list of received documents and outstanding requests.
Text messages
- Information it reads
- Receipt photos and job references sent by the crew.
- The AI employee’s work
- Read incoming photos and match them to a job using a business messaging number.
- What your team gets
- Crew receipts stored with the job instead of lost in a message thread.
Code Quarry handles the setup.
We check how to read the records, where to put the finished work and which actions your team approves. Then we build the connections around your existing tools.
What Code Quarry would confirm before building
- Which job and bill records can we read through an approved connection or regular export?
- Which crew messages should use a shared business number?
Your next step with Code Quarry.
Your answers & report details
- Your business
- An excavation and sitework contractor with a four-person office.
- The job
- Collect missing receipts and supplier bills after a job finishes so our office manager can finish the job costs.
- Your tools
- QuickBooks Online, Outlook, Excel, text messages
- The effect
- Job costs stay incomplete. We cannot see the real job margin until the paperwork catches up.
- Who reviews
- Our office manager, with accounting approving bills.
- Other jobs
- Check field tickets for missing signatures and job numbers before billing. · Gather approved completion records and prepare customer invoices for accounting. · Collect job progress updates and prepare customer status emails.
Report fictional-example · Rules 2026-10-27.1 · Content 2026-10-27.1 · Design 2026-10-27.3