Timesheets that fill themselves in from the work you already did
Every night at 10pm the assistant reads your calendar, sent mail, chat and documents, and drafts your hours. You look it over in the morning. A second agent reviews the whole team's time before the workday starts.
| Project / task | Note | Hrs |
|---|---|---|
| Client Platform Project Management | sprint review, release plan for 4.2 with Morgan and Priya | 1.5 |
| Operations Business Development | teaming call with Harbor Systems, follow up notes, capability sheet edits | 1.25 |
| Internal R&D Engineering Review | reviewed 3D tiles pipeline design doc, comments to Sam | 0.75 |
| Operations Recruiting | two candidate interviews, debrief | 2.0 |
| Client Platform Development | map layer permissions fix, PR review | 3.0 |
| Thursday total | 8.5 | |
Draft Three entries added overnight from calendar, sent mail and chat. Nothing submitted.
We were filling in the week from memory on Friday
Before
- Hours reconstructed at the end of the week, and the short meetings and evening work fell through the cracks
- Notes like "meetings" or "dev" that nobody could audit later
- Time coded to the wrong project, caught at Monday review or at invoice time
- No easy way to see who was working on what across the company
Now
- Every hour drafted the same night, with a specific note tied to real activity
- People review a draft instead of starting from a blank week
- Coding errors and missing days flagged within a day or two
- A morning snapshot of what the whole team is working on
Evidence first, then a draft, then a person decides
The assistant only adds time where it finds a trail. It never edits an entry someone already made and it never submits.
Read the day's trail
Meetings with exact durations, sent mail, chat threads, documents edited.
- Cal 9:00 to 10:30 sprint review
- Mail 2:14 capability sheet to Harbor
- Chat 4:05 to 4:50 pipeline thread
Map it to your projects
Attendee domains, people and topics point to the right project and task.
Fill only the gaps
Existing entries stay exactly as people wrote them. New ones go in as drafts.
Ask about blind spots
Work inside a customer's systems or in code leaves no trail. It asks rather than guesses.
The whole team's time, reviewed before 8:30
Every weekday morning a second agent reads the team's entries for the last three workdays and sends one short report to the CEO's phone. It is read only. It flags entries, not people, and every flag names the entry and the rule it missed.
- Missing days and vague notes. Late filing is normal, so it only flags a day once it is two workdays old.
- Work logged outside the plan. Hours on a project someone isn't booked on, or a week that drifted far from their booking.
- Duplicated effort. Two people building the same thing without knowing it, found by reading notes, chat and documents together.
- Collaboration ideas. Up to three specific pairings a day that would move a company goal forward.
412 hours logged Mon to Wed. Billable 64% on a rolling 30 days. 13 of 14 filed.
- Plan Taylor: 9 hrs on Internal R&D, booked 100% on Client Platform
- Missing Jamie: no entries Mon
- Note Alex: "dev" three days running
- Overlap Sam and Priya both on a shapefile importer (R&D notes Tue, Ops chat Wed)
- Pair Morgan's release notes could be Friday's blog post
What it changed for us
We log every hour worked at NGS, and long days are normal. The assistant doesn't trim a day to fit an 8 hour target and it doesn't pad a day with no evidence. Before, problems surfaced at Monday review. Now they show up in the next morning's report.
Works with the time system you already use
We run it on Keito and Google Workspace. The evidence it reads exists in any company: a calendar, sent mail, chat and shared documents, and Microsoft 365 has all of it. It works with any time tracking system that has an API. If yours doesn't have a connector yet we build one, and that is usually a small job.
What AI Advisory clients get
- The nightly assistant set up for each employee, filing to your real projects and tasks
- A coding rulebook written from how your best people already log time
- The morning team review, sent to whoever owns timesheets and utilization
- Privacy rules so sensitive HR, legal and personal activity never lands in a note
- A connector to your time system if it doesn't already have one
- Tuning as your projects and bookings change
Questions about the timesheet assistant
Does it change time people already entered?
No. It only adds entries for work that has no entry, and it leaves them as drafts. If an existing day looks light against the evidence, it says so in the summary and leaves the entry alone.
Is this a way to watch employees?
The nightly assistant reads one person's own work trail and files time for that person only. The team review is read only and reports on entries against your rules. It doesn't judge effort or motive, and it keeps HR, health, compensation and personal matters out of the report.
What about work that leaves no trail?
Work inside a customer's network, in code, or on a phone call that never hit the calendar doesn't show up anywhere it can read. It asks the person about those hours instead of guessing.
We don't use Keito. Does it still work?
Yes. Keito is what we use. The assistant needs a way to list and create entries, which most time systems offer through an API. When one doesn't have a connector yet, we build it.