Ahead of every payroll cutoff, your Aivell reminds whoever hasn't submitted hours, compiles what comes back into one master sheet, queries anything odd — twelve-hour days, missing Fridays — instead of guessing, and hands payroll a complete, flagged, on-time file. Late sheets still get compiled, marked late.
starts when: Three days before the monthly cutoff, on schedule
Every month ends the same way: payroll needs the hours by the 5th, and on the 3rd, a third of them are missing. So someone starts the chase — the group reminder, then the personal reminders, then the transcribing of whatever arrives: a filled template here, a photo of a paper sheet there, an email that just says “same as last month”. By the time the master sheet is complete, the person compiling it has done two days of copy-paste and diplomacy.
It is pure email-shaped overhead in a workweek that already loses more than a quarter of its hours to email — and unlike most overhead, it has a hard deadline attached to everyone’s salary.
The whole procedure is one chore in plain language: your cutoff, your template, your patience with latecomers. When the payroll provider changes the format or the cutoff moves to the 3rd, you edit two sentences and the next month runs the new way.
No flowcharts, no code — a chore is just a message to your Aivell, in your own words. It shapes it into a solid, guarded procedure and follows it to the letter. This one:
three days before cutoff, email everyone who hasn't sent their hours
write each reminder in the person's language, blank template attached
as sheets come back, copy the hours into the master — one row per person per day
more than 10 hours in a day or a missing day — ask the sender, never guess
subcontractors are chased at their office address, never a private one
the day after cutoff, send Luca the gaps list — submitted, missing, queried
late sheets still get compiled, but flagged late for payroll
Connected with single-click passkeys — no copied tokens, no OAuth hell.
Every tool can be limited to exactly what this chore needs. For this one, you might set:
Less than you'd think. The reminder always carries your blank template, and what comes back — the filled template or plain "8 hours every day except Wednesday" in the email — gets compiled the same way. Odd or ambiguous entries are queried, not interpreted.
On the box, behind your firewall. The reminders, the returned sheets and the master file are all read and written inside your network — no payroll-adjacent data ever passes through an outside AI service.
No — it can ask. A twelve-hour Tuesday or a missing week produces a question to the person who submitted it, and their answer is what lands in the master. Nothing is silently corrected, and the handover to payroll goes out only after Luca has given it a thumb-tap from wherever he is.
One master sheet in the shape they asked for — a row per person per day, queried entries resolved or flagged, latecomers marked late — plus the gaps list. The compiling and the chasing disappear; the file is just there on time.
The monthly close as an orchestrated checklist — figures pulled, reconciliations checked, owners chased — by an AI colleague that keeps the books onboard.
Joiner and leaver checklists run themselves — IT notified, sessions booked, progress tracked — by an AI colleague that keeps HR data inside the office.
An on-premise AI colleague chases unanswered emails and missing client documents — politely, on a schedule, stopping the moment the reply arrives.
Quote requests logged, site photos turned into reports, subcontractor certificates chased — an AI colleague that keeps your bids on site.
Shipment status answered, PODs read and filed, carrier portals worked overnight — an AI colleague that keeps your rates behind your firewall.
An Aivell is an on-premise AI colleague: a small box that plugs into your network, runs its own AI onboard and takes the repetitive work off your desk. Prompts, documents, data — nothing ever leaves your office. Unplug the internet: it keeps working.
You describe each task as a chore, in plain language. Your Aivell turns it into a solid, guarded procedure and runs it in the background — with guardrails on every tool, a complete audit trail, and approvals in your hand when you want them. One-time setup, fixed monthly fee. No tokens, no overages.
onboard inference · air-gapped · fixed monthly fee