Job description · example

Project tracking worker

The quotes, invoices and payments for a building site or a project live in three places. The Project tracking worker we build with you matches each invoice against its accepted quote and tracks, for each work package, what is invoiced and what is left to pay. Every approval and every payment stays with you.

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Manoir site · work packagesProject tracking

Work packageAccepted quoteInvoicedLeft to pay
Structural workDV-031100%0%
JoineryDV-044108%discrepancy flagged
Electrical workDV-04745%55%
PaintingDV-0520%100%
Example, fictitious data.

Project tracking workerJob description · example

Mission

Know at any time what is left to pay on each work package.

On a building site, the quote is in one email, the invoice in another, the payment at the bank. Nobody knows what is left to pay on each work package: the worker keeps count, with the document to back it up.

What it does

  • It files the accepted quotes. For each site or project, by work package, with their date and amount.
  • It matches each invoice against its accepted quote. Progress invoice, deposit or final invoice, it assigns it to the right work package.
  • It tracks what is invoiced and what is left to pay. For each work package, updated with every new invoice.
  • It flags discrepancies. An invoice that exceeds its accepted quote waits, and the discrepancy is flagged with both documents.
  • It prepares the decision. Each matched invoice reaches the person who approves, with its quote and what is left to pay on the work package.

What it never does

  • Approve an invoice. Approval stays with you.
  • Pay. The payment stays with you.
  • Change an accepted quote.
  • Negotiate with a contractor on the site.

These prohibitions are written into its job description. It cannot rewrite them: only a human changes a job description, your team, or us with your agreement.

Its decision rules

SituationWhat it does
Invoice in line with its accepted quoteIt matches it to the work package and updates what is left to pay. The invoice awaits your approval.
Invoice that exceeds the accepted quoteThe payment waits. The discrepancy is flagged with both documents.
Invoice without an accepted quoteThe invoice waits. It asks the person in charge of the site which work package to assign it to.
Deposit already paidIt deducts it from what is left to pay on the work package, so that it is never counted twice.

Its path to autonomy

  1. Weeks 1 and 2 Baseline measurement We list your current sites, their work packages, the accepted quotes and the person who approves.
  2. Weeks 3 and 4 Trial period On your real files, without sending anything: it matches the month’s invoices, your team compares with its own tracking.
  3. Week 5 Supervised Every match is confirmed in one click.
  4. Week 6 Made permanent It matches standard cases on its own. The rest is escalated, documents attached.

Its weekly report

Report · Project tracking workerevery week

  • Invoices matchedBy site and by work package.
  • Left to payFor each work package, as at the date of the report.
  • Discrepancies flaggedWith the invoice and the quote that show them.
  • Invoices pendingThose awaiting an assignment or an approval.
The structure of the report. The figures appear in it once the worker is running at your company.

Its commitments

  • Every invoice matched against its accepted quote, or flagged.
  • What is invoiced and what is left to pay kept up to date, for each work package, from your payment tracking.
  • No approval and no payment without you.

Who it works with

Between the quote and the payment

  • Worker to worker

    The Mail worker

    It receives the site’s quotes and invoices from the Mail worker, already filed in the right folder.

  • Worker to worker

    The Pre-payment control worker

    Before payment, the invoice also goes through the check of bank details and duplicates.

  • Worker to human

    Whoever approves and pays

    It brings them each matched invoice, with its quote and what is left to pay on the work package. The decision remains theirs.

What it spares you

  • The invoice paid beyond the quote.
  • The deposit counted twice.
  • The amount left to pay, pieced together by hand when the site is finished.

To install it

Its job description is written at your company

The Diagnostic writes down your sites, your work packages and your approval process with you. The job description then serves as the worker’s specification, and it remains yours.

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