Ops and Hammer

The problem

The orphan bill

You know the one. Four grand from the supply house, ship-to is a street address, the job field is blank.

Somebody opens it and works out the job from the address, the crew schedule, or a text to the foreman. They pencil in a job number. Then it sits until accounting gets to it.

Every shop does it a little differently, and every version eats part of somebody's afternoon. The job cost report is wrong until it's sorted, and in a busy month there's a stack of them.

The other nine have the job number right on them, and somebody still types them. Open the email, save the file, upload it, key the total, find the job in the list. When the accounting app reads the PDF for them, it guesses the lines and leaves the job blank, so they fix it anyway. The bill with no job number is the hard one. The typed bill is the every-morning one.

The matching part is the same decision every time. That's the part that shouldn't need a person.

How it works

3 steps. The first 2 are on us.

Step 120 minutes

Show us one bill

Pick a supplier bill with no job number and walk us through how it gets handled today, on a call. Bring whoever handles it now: you, the office manager, or the bookkeeper.

Step 22 business days

Get a map of how your bills get handled

You get a single page, like this one, showing every step of that handoff, who does it, where it stalls, and which steps can run on their own inside your accounting and job tools. It also puts a rough number on the office hours a month it's eating, and names what your job cost report is missing today.

Step 31 to 4 weeks

Watch the bills land themselves

We build the automation inside your accounting and job software, like this one. Matched bills post to job cost. A person only sees the ones that could go two ways. When that's running clean, we pick the next task. At most shops that's crew hours, which live in a time-clock app and never reach the job report.

What changes

What you get out of it

Know which jobs make money

Bills post to the job the day they land, with the cost code on them. Materials and sub costs show on each job's P&L before the crew is off the roof. A late bill stops making a closed job look better than it was.

Same office, more jobs

The bills that used to eat afternoons post themselves. A busy month stops meaning a new hire or a weekend of catch-up. The office you have now handles the volume you're growing into.

Your team reviews. Nobody hunts.

The likely job is already on the bill when a person sees it. They approve the few that need a look and never pull up the job list to guess. Your bookkeeper or clerk stops re-typing bills and starts checking them.

Two things to look at

The map, and the system running

One shop's map

What the one page looks like

Six locations, about 1,000 supplier bills a month, names removed at the shop's request. Where the bills stall, who touches them, and what we'd build. About 130 clerk hours a month down to 5.

Open the map

The demo

Watch a full inbox get sorted

A made-up shop, 40 jobs, 200 bills, one AP inbox. Press Clear the inbox, then tap any email to see what happened to it. None posted to the wrong job.

See it run

What past clients said

“He is exactly as advertised, on time, effective communication, and delivers. This guy is the real deal!”

Mustafa A. · Utility ClearEmails matched to the right record

“I was nearly ready to give up on outsourcing this project… He completed the project on time and within budget and even went above and beyond my expectations.”

Christopher C. · Restaurant ownerPhone orders into his register

“…he thinks ahead, catches edge cases, and continuously finds ways to make the systems better than we thought possible.”

Matt K. · Buys and runs small businessesIncoming emails filed automatically

Show 3 more reviewsShow fewer

“Javier asked the right questions, worked quickly, and even improved our work flows… he saved us both time and money with his work.”

Lincoln T. · Education softwareTeam automations, rebuilt

“Javier was awesome. He was always very thorough in his reports and work in general. I will definitely be hiring him again.”

Chad R. · Chad Ramos Inc.Form-to-CRM workflow, documented

“Javier was a great help he walked me through how the automation and agent he built worked. His attention to detail is out of this world.”

Ransom B. · Real estate investorAI setup, walked through

Questions we get

Before you book

What does the walkthrough cost?

Nothing. It's twenty minutes on a call and one supplier bill. You get the one-page map afterward and keep it whether or not we build anything.

Do we have to switch software?

No. The automation runs inside the accounting and job tools you already use. If you're on QuickBooks or Sage plus JobNimbus, AccuLynx, Jobber, or a spreadsheet you trust, we work with that.

What happens when a bill could belong to two jobs?

It goes to a person. They see both jobs side by side with the address and the job's schedule, and pick. We never let the system guess on an ambiguous bill.

What's the guarantee?

9 out of 10 supplier bills post to the right job without anyone in your office touching them, in your first full month live. If they don't, we refund the build. A bill a person had to confirm counts against us, and so does a bill that posted on its own to the wrong job. The ones that don't post on their own get flagged to a person, never posted wrong and silent. We measure it from your accounting system, and you see the count.

Is this an AI chatbot?

No. It's automation inside your accounting and job software. Some steps still need a person, and the map says exactly which ones. Nothing talks to your customers.

What access do you need?

Read access to the inbox the bills land in, and a user in your accounting and job software that can create bills and read the job list. Nothing leaves those systems except the matching step, and nothing talks to your customers or suppliers. We put it in writing before we start.

What if the bill has a PO number?

Then it's the easy case. The PO tells us the job and the cost code, and the bill posts against it. The hard ones are the bills with no PO and no job number, and that's where most of the office time goes.

QuickBooks already reads PDFs. Why this?

It does, and it reads every line. One invoice becomes a dozen rows, the job field stays blank, and a file with ten bills in it stays one bill. Somebody fixes all of that by hand. We post each bill the way your bookkeeper would post it, on the right job, and split the bundles before they reach anyone. If the built-in reader already does what you need, the map will say so and we'll tell you to keep it.

What if the bill has no site address?

Will-call pickups and shop deliveries don't. Then we match on what the bill does have: the PO if there is one, the pickup date against the schedule, the quantities against the job's material order, and whatever the counter guy wrote on the ticket. If none of that settles it, a person picks.

What about bills that aren't for a job, or paid by card?

Office and warehouse bills post to overhead, not to a job, and they don't count against the guarantee. Bills you pay by card post as bills and sit ready to match against the charge in your bank feed. That match is still one click for your bookkeeper, and the map shows that step.

What don't you do?

We don't run ads, build websites, or put chatbots on them. We don't take one-truck shops where the owner likes doing the books. And we won't sell you an AI tool for its own sake. If a step doesn't cost your office real hours, we'll tell you to leave it alone.

Every supplier bill lands on the right job