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AI agent for creative directors

Creative Budget and Timeline Tracking Agent

Spot budget and timeline overruns early with options

Budgets and moneyMonitoringAnalysisCreativesManagement
See how it worksGet access
Creative Budget and Timeline Tracking Agent: what goes in, what the agent does and what you get

What it does

Creative projects drift over budget a few hours at a time, and by the time anyone notices it is too late to fix. Each week this agent pulls logged hours, freelancer invoices, stock and production costs and compares them with each project's budget and timeline. It estimates final cost from the current burn rate and remaining work. It checks that hours are logged to the right project. If a project is heading over, it finds the cause, such as extra rounds or scope creep, and drafts options: a change order, reduced scope or a schedule move. The director decides and approves any message to the client. Edge case: hours logged to a wrong project code are moved only after the person who logged them confirms.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Weekly project review 2 USES A TOOL Pull hours, invoices and costs 3 CHECKS THE RESULT Are hours and costs coded to the right projects? If not: ask staff to confirm and recode. Back to step 2. 4 DOES Forecast final cost and finish date 5 DOES Find causes of overruns 6 USES A TOOL Draft options and a change order where needed 7 YOU APPROVE Director decides and approves client messages 8 RESULT Project report updated
Read the steps as a list
  1. Weekly project review
  2. Pull hours, invoices and costs
  3. Are hours and costs coded to the right projects?If not: ask staff to confirm and recode. Back to step 2.
  4. Forecast final cost and finish date
  5. Find causes of overruns
  6. Draft options and a change order where needed
  7. Director decides and approves client messagesThe agent waits here for your OK.
  8. Project report updated

How it decides

It forecasts final cost from burn rate and flags projects forecast over 10% of budget.

  • Flag forecasts over 10% of budget
  • Extra rounds beyond scope suggest a change order
  • Recode hours only after confirmation

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Overrun threshold
  • Review day
  • Cost categories
  • Report format

What keeps you in control

It always asks you first

  • Change orders
  • Client communication

Hard limits

  • Never sends invoices
  • Never edits timesheets without confirmation

It stops when

  • Done: report delivered
  • Stop: budget not set for a project

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn the week of October 6, a packaging project was 62% spent at 40% done, forecasting 28% over budget. The check failed. The agent found 30 hours on a fourth review round the contract did not include. It drafted a change order for $3,600. The director approved it and sent it to the client.

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