See what a long project has cost so far
Weekly, Maito adds up hours and parts against the estimate for each long job and points out what doesn't fit.
Founders and leadership · Auto repair · On a schedule · Updated
Works with
- Slack
- QuickBooks
- Xero
- Airtable
- Microsoft 365
Slack
QuickBooks
Xero
Airtable
Microsoft 365How do you see what a long project has cost so far?
To see what a long project has cost so far, run a weekly Loop. Maito adds up logged hours and parts for each project against its estimate, projects when labor reaches the estimate, points out unassigned time and bills that match no project, and posts the summary in Slack.
How it's done today
The owner reconciles scattered time and receipts late in the project.
What Maito does
- Add up logged hours and parts per project
- Compare with the estimate and allowance
- Find unassigned time and unmatched bills
- Draft an update for the owner to review
Example
Loop run: Friday 3:00 PM · Weekly project cost check
Alvarez 1967 Mustang, week 6. Labor: 214.5 of 320 hours (67%) Parts: $9,880 of $14,000 allowance (71%) At about 36 hours a week, labor reaches the estimate around week 9. Catch: 18 hours were logged to 'general shop' on Tuesday and Wednesday by Marcus, when the Mustang was the only body job on the floor. Also a $1,240 chrome-plating invoice due Nov 1 isn't matched to any project. From time tracking and the accounting records. Unassigned time is not included above.
@Maito Draft the update for Mr. Alvarez. Leave out the general shop hours.
Draft ready for you. I'd confirm with Marcus first: if those hours belong to this car, labor is 232.5 hours (73%). I've left them out as asked and noted the figure is 'as logged'.
Maito (3:00 PM):
Alvarez 1967 Mustang, week 6.
Labor: 214.5 of 320 hours (67%)
Parts: $9,880 of $14,000 allowance (71%)
At about 36 hours a week, labor reaches the estimate around week 9.
Catch: 18 hours were logged to 'general shop' on Tuesday and Wednesday by Marcus, when the Mustang was the only body job on the floor. Also a $1,240 chrome-plating invoice due Nov 1 isn't matched to any project.
From time tracking and the accounting records. Unassigned time is not included above.
Vic (3:12 PM):
Draft the update for Mr. Alvarez. Leave out the general shop hours.
Maito (3:13 PM):
Draft ready for you. I'd confirm with Marcus first: if those hours belong to this car, labor is 232.5 hours (73%). I've left them out as asked and noted the figure is 'as logged'.
How to set it up
- Ask your agent
“Every Friday at 3, add up logged hours and parts for each restoration project against its estimate, point out unassigned time or unmatched bills and post it in #projects.”
- Connect accounting software
- QuickBooks
- Xero
- Connect spreadsheet
- Airtable
- Microsoft 365
- Use time tracking
- Harvest
- Toggl
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It uses logged records only. Unlogged work and unmatched bills are listed, not guessed into a project.
Questions
Time from Harvest or Toggl through a skill, parts and bills from QuickBooks or Xero, and the estimate from Airtable or Microsoft 365.
It leaves them out and tells you, so you can ask the person who logged them.
It drafts one for you to review. It does not send it.
