Equipment tracking and billing ledger

A Texas contractor's crew posts in Slack become a daily equipment billing record and the weekly QuickBooks journal entry, checked to the cent against its books.

Client project

Before

Crews reported equipment moves in Slack, in plain English. The office kept two hand-typed Excel grids, one for owned equipment and one for rented, and those grids decided what each job got charged.

What it does

It reads each crew post as it lands, puts every machine on a job for every day, and marks each day billable or not. It writes the result back into the client's own owned and rented grids, and every week it lays out the QuickBooks journal entry line for line the way the accountant already posts them.

When a post is unclear, it asks the right person instead of guessing.

Results

Every number here comes from checking the system against the client's real records.

It rebuilt all 124 lines of four journal entries the accountant had already posted, to the cent.

It reconciled 28,090 of 28,090 machine-days against the client's workbook.

It read 72 real call-off messages, the crew posts that stop or restart a machine's charges: 62 booked correctly, 0 wrong, and the other 10 routed to a person. On a separate set of 47 messages written to trip it up, it got 44 right and 0 wrong.

Built with: Chat-to-ledger intake, Billing engine, Accounting export, Spreadsheet sync