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Case study · New World Park Solutions

Job costing, from hours to minutes

New World Park Solutions is a playground distributor in Brantford, Ontario. Every job ends in a folder of invoices, quotes, freight, customs and surfacing bills that has to be costed line by line. That used to take hours of typing. It now takes minutes.

The one-page job costing summary: cost, selling price, markup and commission up top, every vendor invoice listed with its source document, the price reconciled against the customer PO, and two numbered review flags
The summary page, run on a sample job with mock data.

The deliverable

One page that costs the job and checks it

Every run produces a two-tab workbook and this report: every vendor invoice on page one, the price reconciled against the customer's PO and the quote, and a numbered review list for the judgement calls.

  • Traceable

    Every figure carries the document it came from, so any number can be audited back to its bill.

  • Honest about gaps

    A missing invoice becomes a flag with a severity, not a guess buried in a total.

  • Live, not printed

    The workbook runs on real formulas, so the bookkeeper can correct a figure and watch it flow through.

How it runs

  1. 01.

    Point it at the job folder

    The bookkeeper drops the job's bills into a folder and starts the run. Nothing to set up, nothing retyped.

  2. 02.

    The AI reads, the code calculates

    The model records facts off each bill and does no arithmetic. Deterministic code applies the vendor rules.

  3. 03.

    Workbook, report, review flags

    Out comes the costing, reconciled against the PO and quote, with anything uncertain flagged for a person.

Built from the bookkeeper's own rules

The process lived in the bookkeeper's head, done by feel and never written down. We walked finished job folders together, bill by bill, and the feel turned out to be firm rules — so the automation is built from them, not from what a tool assumes.

  • Sales tax differs by vendor. The vendor rules live in one file, applied the same way on every job.

  • Every number must trace to a document. The AI only reads the bills; plain code does every calculation.

  • The folder is never complete. Stand-ins, gaps and anything uncertain are flagged, never guessed.

The detail tab: one row per vendor invoice with its currency, HST treatment, exchange rate and CAD cost, beside the selling price and cost-to-sell tables, with the rules applied written out underneath
The detail tab: one row per invoice, every rule applied in the open.

The results

Per job, down from hours of typing
Minutes
Saved across their automations
26+ hours per month
Rebate found, unclaimed for over a year
$3,000+
“We used to dread doing this because it would take hours out of our day. Now we are so far ahead on our work.”
New World Park Solutions

Something in your week repeats like this?

Tell us what repeats and we scope it. A fixed fee against a written scope, from $500, and nothing is owed if we are not the right fit.

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