Back-office AI staff for IT consultancies and software houses
The month-end invoice run is waiting for one consultant's timesheet. The statement of work is being rebuilt from the last one, and the sprint report assembled from Jira by hand, by people who should be billing their time. AI staff can chase the timesheet, draft the statement and assemble the report. Your engineering team and its code are left alone.
What pulls your billable people off billable work
Timesheets before the invoice run
On time and materials work, the timesheet is the invoice. Consultants log their hours in Harvest late and in bulk, and a delivery manager or the finance lead spends the last days of the month chasing unsubmitted weeks. Until every entry is submitted and approved, the invoices wait, and so does the cash.
Statements of work and changes
Every engagement starts with a statement of work: scope, deliverables, day rates, assumptions. A director or project manager builds it from discovery notes and the last one that looked similar. When the client asks for more, the change request is often an email thread, and the extra days get argued over at invoice time.
The support desk
Once a system is live, the client's users send bugs, questions and new work requests to one support address or Slack channel. Someone has to tell them apart, check what the support agreement covers and decide what reaches a developer. In most firms that is a project manager, or the developer who built it, mid-sprint.
Status reports and the pipeline
Each client expects a weekly or sprint report: what was delivered, hours used against budget, risks, what comes next. A project manager assembles it from Jira or Azure DevOps and the timesheets. Meanwhile proposals sit in HubSpot with no follow-up until the sprint is out of the door.
Roles for IT consultancies and software houses
Timesheet chasing
Checks who has not submitted for the week or the month, reminds each person of the missing days and tells the delivery manager who is outstanding. Approving and correcting entries stay with a person.
Quote and proposal preparation
Drafts the statement of work from your template, the discovery notes and your rate card, and lists the assumptions it could not fill. The estimate, the price and the decision to send are a director's.
Helpdesk ticket triage
Sorts each support request into bug, question or new work, checks it against the support agreement and routes it with the detail a developer needs. What is chargeable, and every fix, stay with your team.
Meeting follow-up and notes
Writes up the discovery workshop, the sprint review or the steering meeting, sends the actions and chases them. A project manager checks them against what was agreed in the room before they reach the client.
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
We build software. Why would we not build this ourselves?
You could, and after the build someone would have to watch it every day, fix it when Harvest or Jira changes and keep the audit trail, which is most of the work. That is unbilled work for your most expensive people. We build, run and manage it, and your team approves its work.
Does an agent need access to our code or our clients' environments?
No. These roles work in the back office: the timesheet system, the tickets and reports in your work tracker, the CRM and your documents. They need no access to repositories, pipelines or a client's production systems. Every change the agent makes is logged.
Will it work with Jira, Azure DevOps, Harvest and HubSpot?
All four publish an API, and the agent works through it, within what your plan and permissions allow, which we check with you before it starts. If you track time or work somewhere else, we look at that system's way in first, and tell you before you commit if there is none.
Who decides whether a support request is a bug or chargeable work?
Your people do. The agent sorts requests by the rules you give it and says why. Whether something falls inside the support agreement or becomes a change request is a commercial decision, so it goes to the project manager or the account owner with the ticket history attached.