Built for a non-profit that supports local projects in Occitanie: 25,000 lines of hours, 4,000 expense claims, about ten grants. Every morning, the figures are up to date.
The starting point
Before, every payment request started with days of spreadsheets: export the hours from the software, filter by project, find each colleague's hourly cost, add it all up by hand. Lines got forgotten. And nobody knew where a grant stood until the very end.
The tool follows how you already work
Every step already existed. The tool doesn't replace it: it copies, computes and files. The decision stays with the team.
The team logs hours, as before
BeforeFor every report, 25,000 lines of hours had to be exported and sorted in a spreadsheet.
With the toolNothing changes for the team. Every night at 6 am, everything lands in the tool: hours and expense claims.
Each line joins its grant
BeforeFilter by project, guess the grant, copy line by line. Something forgotten every time.
With the toolThe tool attaches the line to the right project, so to the right grant. Doubtful cases go to a list to decide.
The team decides the odd cases
BeforeEdge cases were settled by email, and the answer was lost by the next report.
With the toolThe list says why each line is stuck. You decide once for the project: its hours and expenses follow.
The report for the funder
BeforeDays of spreadsheets before every payment request, and four totals to redo.
With the toolThe table fills itself in, item by item. One file ready for the funder, in one click.
What the tool does
Hours arrive on their own
Every night, the hours and expenses the team logs move from their management software into the tool. Nobody types anything twice.
Each line finds its grant
The tool works out the grant from the project. Anything outside the rules or the dates goes to a list to decide.
The maths happens by itself
One hourly cost per colleague and per period. The tool multiplies: hours × hourly cost. No more spreadsheet of rates.
The funder's report
The table shows the budget and what has been spent, item by item. One file ready for the funder, in one click.
Frequently asked questions
Day 1: each funder's rules, set out with the team. Day 2: the connection to your management software, the sorting of lines and the hourly costs, tested on real data. Day 3: the table, the export, and going live one grant at a time.
Yes. Every night, the tool reads the software where the team logs hours and expenses. Nothing is typed twice: that software stays the reference, the tool only reads and computes.
Every rule has a date. A change to the contract shifts the rate or the scope from that day on, without touching what is already counted. The figures recompute the next morning.
Got a task that eats your time?
We'll turn it into a tool, together.
