Complete AI Training
Sign inGet my AI kit

Your job's AI kit

Get your AI kit

Tell us who you are and what you do. We show you your kit right away and email you the link: skills, prompts, AI agents, MCP servers and courses for your job.

500+ jobs ready, and we make a kit for any other job. No payment needed to look.

Share

AI agent for auto mechanics

Technician Flat-Rate Time Reconciliation Agent

Billed, clocked and paid time reconcile by job, with the reasons for large gaps known.

AnalysisOperationsManagement
See how it worksGet access
Technician Flat-Rate Time Reconciliation Agent: what goes in, what the agent does and what you get

What it does

A tech bills 4 hours on a job and clocks 7, another clocks 2 and bills 3, and the manager cannot tell which jobs make money. Each week this agent compares the labor billed, the time punches and the book time for every job. It flags big gaps and checks the job notes for the reason, such as missed work, a comeback, waiting for parts, or a mistake in the book time. After investigating, it classifies each gap and adjusts the calculation, such as moving waiting time out of the job. It then summarizes margins and proposes pay or rate changes. The manager approves pay and rate changes. Edge case: a comeback repair is billed to the original job, so the agent separates it.

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, continueYes, continueApprovedNoNo 1 STARTS WHEN Weekly time reconciliation 2 USES A TOOL Pull billed time, time punches and book time per job 3 DOES Calculate the gap on each job and per technician 4 DOES List jobs above the gap threshold 5 USES A TOOL Read the job notes and parts delays for each listedjob 6 CHECKS THE RESULT Is the cause of each gap explained by the notes? If not: check comebacks, waiting time and punch errors,and mark unexplained gaps for the manager. Back to step4. 7 DOES Reclassify time for comebacks, waiting and training 8 DOES Recalculate efficiency and margin per job andtechnician 9 CHECKS THE RESULT Do the adjusted totals agree with payroll andinvoices? If not: review the adjustments and rerun. Back to step6. 10 YOU APPROVE Manager approves pay and rate changes 11 RESULT Reconciliation report filed
Read the steps as a list
  1. Weekly time reconciliation
  2. Pull billed time, time punches and book time per job
  3. Calculate the gap on each job and per technician
  4. List jobs above the gap threshold
  5. Read the job notes and parts delays for each listed job
  6. Is the cause of each gap explained by the notes?If not: check comebacks, waiting time and punch errors, and mark unexplained gaps for the manager. Back to step 4.
  7. Reclassify time for comebacks, waiting and training
  8. Recalculate efficiency and margin per job and technician
  9. Do the adjusted totals agree with payroll and invoices?If not: review the adjustments and rerun. Back to step 6.
  10. Manager approves pay and rate changesThe agent waits here for your OK.
  11. Reconciliation report filed

How it decides

It investigates jobs where billed and clocked time differ by more than 30 percent or 1.5 hours.

  • Investigate gaps above 30 percent or 1.5 hours.
  • Move comeback time off the original job.
  • Exclude waiting-for-parts time from efficiency.
  • Do not propose pay changes from a single week of data.

Make it yours

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

  • Gap thresholds
  • Time categories excluded
  • Pay rule source
  • Report frequency

What keeps you in control

It always asks you first

  • Manager approves any pay or rate change

Hard limits

  • Do not use one week to judge a person
  • Show the notes behind each adjustment

It stops when

  • Done: report approved and filed.
  • Stop: time data missing for more than 10 percent of jobs.

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 happensFor the week of September 29, 6 jobs showed gaps over the threshold. On a brake job the tech billed 2 hours and clocked 5. The notes showed a seized caliper, so the cause check passed. A second job had no notes, so the check failed. The agent asked the manager, who said it was a comeback. After adjustment, efficiency moved from 82 to 91 percent.

More agents for auto mechanics

Research · Risk management

Recall and Service Bulletin Check Agent

Make sure every repair order lists the open recalls and relevant bulletins before work starts.

11 steps2 checks1 job
Decisions · Operations

Comeback Repair Investigation Agent

Find the most likely reason for each comeback and propose a fair, documented resolution.

11 steps1 check1 job
Monitoring · Automation

Core Return and Parts Return Tracker Agent

Recover every core and return credit owed to the shop.

11 steps1 check1 job
Decisions · Planning

Parts Availability and Substitution Agent

Arrive at every job with the right parts or reschedule early.

11 steps2 checks5 jobs