Timesheet Chaser & Utilisation Digest · Professional Services
Timesheets in before the week closes, without Friday nagging
Every Friday it totals hours from your time export, DMs anyone short in Slack and gives managers a digest of utilization and projects near their hours budget.
Free account to start. Buying and running live need a paid plan.
- Runs on a schedule
- 1 AI step
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Friday afternoon is me pinging people to fill in their time.”
- “We find out a project blew its budget when we invoice.”
- “I can't see utilization without building a spreadsheet.”
What you get with the agent
- This week's hours per person totaled against expected hours, including people with nothing logged.
- A friendly Slack DM to anyone short, with logged and expected hours and the empty days.
- Utilization per person and for the team.
- Projects over or near their hours budget flagged.
- One digest posted to your managers' channel.
Before
Friday, 4pm: you open the time report, list who's missing hours and send seven awkward DMs.
After
Friday, 2pm: the people who are short get a friendly nudge with their empty days, and managers see utilization and the project nearing its budget.
How it works
The whole workflow, step by step.
Every Friday afternoon the agent reads the time-entries sheet you export from your time tool (Harvest, Clockify, Toggl or similar). AI totals this week's hours per person against the expected hours you list. Everyone more than a few hours short gets a friendly Slack DM with their logged and expected hours and the days with nothing logged. Managers get one digest in their channel: missing hours, utilisation per person and for the team, and projects over or near their hours budget. It reads a sheet export, not your time tool directly, so its numbers are only as current as that export.
- TriggerFridays at 14:00
- App callRead the time entries
- LogicKeep this week's entries
- AI stepFind missing hours and work out utilisation
- LogicCheck the percentages
- LogicEach person under their hours
- App callFind them in Slack
- App callDM the reminder
- App callPost the digest for managers
- OutputDigest posted
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1Fridays at 14:00Runs every Friday afternoon, after this week's time entries are in the sheet. Set your time zone on the trigger.
- Step 2Read the time entriesReads the time-entries sheet exported from your time tool (Harvest, Clockify, Toggl…): one row per entry with date, person, email, project, hours and billable.
- Step 3Keep this week's entriesIn code, not AI: keeps the time entries dated in the 5 days ending today (Monday to Friday on the Friday run, in your time zone), each with its weekday. Moved the schedule? Change within.min here (−4 = Monday on a Friday).
- Step 4Find missing hours and work out utilisationAI totals this week's hours per person (the week's entries were picked in code) against their expected hours, writes a friendly nudge for anyone short, and works out utilisation and projects over budget for managers.
- Step 5Check the percentagesRecalculates each person's utilisation (billable ÷ logged), the team totals and utilisation, and each project's % of budget in code — not by AI — writes the correct figures into the digest, and notes anything the AI got wrong.
- Step 6Each person under their hoursRepeats the Slack lookup and DM for every person who is short this week (up to 50).
- Step 7Find them in SlackLooks up the person's Slack account by their email address.
- Step 8DM the reminderSends the friendly timesheet reminder as a direct message from the Fluxo Flow app.
- Step 9Post the digest for managersPosts missing hours, utilisation and projects over or near budget to your managers' channel, with how many reminders went out.
- Step 10Digest postedThe run history keeps the totals, the reminders and the digest.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Fictional week: a 12-person team expected at 40 hours each; Sam logged 22, with nothing on Wednesday or Thursday.
The agent produces
Sam gets a DM: 22 of 40 hours logged, Wednesday and Thursday empty. The managers' digest shows team utilization and flags a project close to its hours budget.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $69 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- Google SheetsLive
- SlackLive
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets and Slack, connected in Settings → Integrations.
- Your time entries in a Google Sheet (exported from Harvest, Clockify, Toggl or similar), and your team list with emails matching their Slack accounts.
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Google Sheets. Connect the Google account that can open your time-entries spreadsheet (Settings → Integrations → Google Sheets).
- Connect Slack. Connect the Slack workspace your team uses (Settings → Integrations → Slack).
- Pick your time-entries sheet. Open “Read the time entries” and pick the account, spreadsheet and tab.
- List your team and budgets. Open “Find missing hours and work out utilisation” and replace the placeholder with your team, expected hours and project budgets.
- Pick Slack and the managers' channel. Open “Find them in Slack”, “DM the reminder” and “Post the digest for managers”, pick your Slack workspace in each and the managers' channel.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, set your time zone and switch the schedule on. It runs every Friday at 14:00.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Agencies and consultancies
- Operations managers at professional services firms
- Studio and practice leads
What it doesn't do
- It doesn't connect to Harvest, Clockify or Toggl: it reads the sheet, so its numbers are only as current as the export.
- It doesn't fill in or change timesheets, or bill anything.
- Budgets are in hours only, from the budgets you list.
- People whose Slack email doesn't match the team list aren't DMed; they're counted as failed reminders in the digest.
We list the limits up front so you can decide before you buy.
Price
$69 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Timesheet Chaser & Utilisation Digest.
Does it connect to my time tool?
Not directly. It reads a Google Sheet export from your time tool, so its numbers are only as current as the export.
Does it change timesheets or bill anything?
No. It only reads and reminds. Budgets are measured in hours, from the list you give it.
What if someone's Slack email doesn't match?
They aren't DMed, and the digest counts them as failed reminders so you can follow up.
Setup and cost?
About 20 minutes: connect Google Sheets and Slack, pick the sheet, list your team and budgets, Dry Run. A one-time unlock that never renews; live runs need a paid plan and your own AI key.
Does it connect to Harvest, Clockify or Toggl?
Not directly. Export (or sync) your time entries to the Google Sheet before Friday's run; the agent reads the sheet.
How are people found in Slack?
By the email address in your team list. Their Slack account must use the same email. Anyone not found is counted as a failed reminder in the digest.
Which entries count as this week?
Entries dated in the 5 days ending on the run day (Monday to Friday on the Friday 14:00 run), picked in code in your trigger's time zone. If you move the schedule, change within.min in “Keep this week's entries”.
How is budget measured?
In hours: all entries for a project in the sheet against the budget hours you list. Keep the project's full history in the sheet for accurate totals.
Is this a subscription?
No. Timesheet Chaser & Utilisation Digest is a one-time purchase of $69 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Timesheet Chaser & Utilisation Digest to work.
Free account, no credit card. Your Agents page opens with Timesheet Chaser & Utilisation Digest ready to buy and set up, then Dry Run it before it goes live.