# Job Cost Report: See What a Project Costs So Far

Source: https://maito.app/workflows/see-what-a-long-project-has-cost-so-far

Every Friday Maito totals logged hours and parts for each long project against its estimate and flags unassigned time and unmatched bills.

Weekly, Maito adds up hours and parts against the estimate for each long job and points out what doesn't fit.

[Founders and leadership](https://maito.app/workflows/team/founders-and-leadership) · [Auto repair](https://maito.app/workflows/industry/auto-repair) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365

## How 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

1.  Add up logged hours and parts per project
2.  Compare with the estimate and allowance
3.  Find unassigned time and unmatched bills
4.  Draft an update for the owner to review

## Example

Loop run: Friday 3:00 PM · Weekly project cost check

**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

On a schedule See what a long project has cost so far

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

### Where do the numbers come from?

Time from Harvest or Toggl through a skill, parts and bills from QuickBooks or Xero, and the estimate from Airtable or Microsoft 365.

### What about hours logged to general shop?

It leaves them out and tells you, so you can ask the person who logged them.

### Can it write the customer update?

It drafts one for you to review. It does not send it.

## More founders and leadership workflows

-   [Catch me up on everything I missed Back from a trip or a day of meetings, get one summary of what needs you. Founders and leadership · When you ask Works with Gmail, Microsoft 365, Notion, Confluence.](https://maito.app/workflows/catch-me-up-on-everything-i-missed)
-   [Plan my week Turn your calendar, inbox and tasks into a plan for the week. Founders and leadership · On a schedule Works with Google Calendar, Microsoft 365, Gmail, Linear, Asana.](https://maito.app/workflows/plan-my-week)
-   [Triage my inbox Your inbox sorted into reply now, read later and ignore, with drafts ready. Founders and leadership · On a schedule Works with Gmail, Microsoft 365.](https://maito.app/workflows/triage-my-inbox)
-   [Write the investor update Get the monthly investor update drafted from real numbers and news. Founders and leadership · On a schedule Works with Stripe, PayPal, QuickBooks, Xero.](https://maito.app/workflows/write-the-investor-update)
-   [Prepare the board deck The board deck drafted from the same numbers the team uses. Founders and leadership · When you ask Works with BigQuery, Supabase, QuickBooks, Xero, Box.](https://maito.app/workflows/prepare-the-board-deck)
-   [Close the loop after meetings After a meeting, notes go out, tasks get created and follow-ups are scheduled. Founders and leadership · When something happens Works with Granola, Fireflies, Linear, Asana, Google Calendar, Microsoft 365.](https://maito.app/workflows/close-the-loop-after-meetings)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fsee-what-a-long-project-has-cost-so-far)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)