Back office · system 11
Nobody owns the spreadsheet any more.
The paperwork around a crew, held by something that does not forget. New-hire packets assembled from your templates, timesheets chased before the cutoff, certification dates flagged a month out. It runs payroll admin, not payroll, and nothing reaches an employee until a person on your side has read it and said yes.
Demo Business is a made-up business, and its numbers are invented. The system doing the work is the real one.
This would run on your own packet, timesheet cutoff and approval rules.
What it does
An assistant that owns the admin around hiring and paying people, without owning any of the decisions. It assembles the new-hire packet from your templates, tracks which documents have come back and which have not, nudges the crew for timesheets before the cutoff, and keeps every certification and renewal date in one place with a reminder attached to it. This is the work that normally belongs to whoever had the least on that week, in a spreadsheet only they understand.
It is deliberately narrow. It does not run payroll. It does not calculate pay, tax or withholding, it does not file anything with anyone, and it does not give employment-law advice. Your payroll provider and your employment attorney keep those jobs, and this does not replace either of them. It does not screen applicants or make hiring decisions of any kind. Every document that goes to an employee or to an authority is read and approved by a person on your side first. What it removes is the chasing, not the judgment. Whatever an hour of your office time is worth, the chasing is where most of it goes.
The short answer
AI onboarding and payroll admin handles the paperwork around your crew: assembling new-hire packets, chasing the documents back, nudging missing timesheets before the cutoff, and flagging certification expiry dates before they lapse. It does not run payroll, calculate tax or advise on employment law, and it does not replace your payroll provider or your attorney. Plans start at $395 a month, flat, with what it runs for your business set in the free audit before any work starts.
A week of admin, end to end
Watches
Start dates, timesheet cutoffs, certification and renewal dates, and every document that has not come back yet.
Assembles
Builds the new-hire packet from your own templates and prepares the request list for the new starter.
Chases
Nudges the missing timesheet or the missing document on your schedule, nudges again if it needs to, and stops the moment it is in.
Holds for approval
Anything addressed to an employee or an authority waits in a queue until a person on your side reads it and releases it.
Records
Writes status back to your CRM, keeps the log of what was sent and who approved it, and puts the outstanding list in your weekly summary.
What it costs
Flat monthly, no setup fee, month to month. Never per employee and never per document.
New-hire packets, timesheet nudges and certification expiry, tracked without a spreadsheet owner. What it runs for your business is set in the free audit, before any work starts.
Against a shared spreadsheet
Which trades use it
Setup and go-live
Most builds go live in about a week to ten days. We collect your new-hire packet, your timesheet cutoff, your certification list and the dates you already track, then agree in writing what the system may send on its own and what always waits for a person. It runs in approval-only mode until you are comfortable loosening it, and the approval step on anything going to an employee or an authority never comes off.
Frequently asked questions
How much does onboarding and payroll admin cost?
Plans start at $395 a month, flat, with no per-employee and no per-document charge. What it runs for your business depends on crew size and how many systems the records live in, which is what the free fifteen-minute audit works out. You get a fixed monthly number before any work starts. No setup fee, month to month.
Does it run payroll or give employment advice?
No, and this is the important line. It handles the admin around payroll and never payroll itself. It does not calculate pay, tax or withholding, it does not file with any authority, and it does not advise you on employment law. Your payroll provider and your employment attorney keep those jobs and this replaces neither. Everything that goes to an employee or an authority is approved by a person on your side before it sends.
Does it screen applicants or make hiring decisions?
No, and it is not built to. It starts after you have already decided to hire someone. It does not rank, score or filter candidates, and no decision about a person is made by the system at any point.
How does it track certification expiry?
You give it the dates once and it holds them against each person. It flags an approaching expiry well ahead of the date, drafts the reminder for you to approve, and keeps the item on the list until you mark it renewed. The dates are visible rather than living in one person’s head.
What if an employee replies to a reminder?
The reply comes to you. It does not negotiate hours, discuss pay, or answer questions about anyone’s employment. Anything beyond a timesheet arriving stops and lands on your desk with the thread attached.
Where does all of this live?
In the systems you already use. Status and documents write back to your CRM, dates and reminders sit on your calendar, and crew records stay in your job software if that is where they already are. We do not ask you to move your records somewhere new.
More of what we automate
Step through the systems one at a time, or see all twelve on the hub.
See a week of your own admin.
Tell us what your back office chases every week and we will build the log against your real templates and dates. If it is not good enough, you have lost fifteen minutes.