Public contract reporting, without copying a single hour
The agent pulls the quarter's hours, groups them by task and fills in the reporting sheet. You review it and submit it to the public body.
The problem
“Every quarter I lose days copying hours into a spreadsheet.” A contract with a public body has to be justified: which tasks were done, how many hours each one took and what state it is in. The data exists, but it is spread between the time tracker and the task tool.
It happens to whoever runs the project in any company that works for the public sector. It is work that adds nothing to the project and, done badly, delays payment.
How it is done today
Every quarter someone exports the hours, sorts them, works out which task each entry belongs to and copies them one by one into the reporting sheet. Then they go over the state of each task and reconcile the totals by hand.
A copying mistake is found when the public body sends the sheet back.
How we solve it
- It pulls from the time tracker every entry for the quarter in the contract's projects.
- It groups them by task, using the link each entry carries. Entries with no task are assigned through the equivalences you have defined or left in a row of their own, in plain sight.
- It completes each task with what your task tool says: title, type of work and status.
- It applies the contract's rules: what counts as new development and what as maintenance, what is fixed-fee and how hours turn into the work units the public body asks for.
- It adds the quarter's tab to your reporting sheet, with one row per task and the totals per project.
- It prepares the table of what should be updated on each task, before and after, for you to apply.
Result
In our own company, the quarterly reporting for a contract with a public body is prepared with one sentence. Nobody copies an hour: the person responsible reviews the sheet and submits it.
What it takes
Timeline
It depends on your contract's rules and on how tidy the time entries are. With hours linked to tasks it is short. The exact timeline comes out of the assessment.
Data and access
Read access to your time tracker and your task tool. The reporting sheet you use today. And the contract's rules: how entries are grouped, what each type of work is and how units are calculated.
Your tools
Your time tracker, your task tool and your spreadsheet. The reporting format is the one the public body already accepts from you.
How it is built
Extraction, grouping and totals are done by a program, not by the AI model. It is idempotent: run again, it regenerates the same tab from the same data.
The contract's rules are written once, and the equivalences for entries with no task live in a separate file that can be reviewed.
Work units are calculated in the sheet itself, with a formula and no rounding, so the reviewer can see where each number comes from.
Access to the task tool is read-only. The time tracker credential is injected only into the process that uses it: the model never sees it.
Frequently asked questions
Does the agent submit the report to the public body?
No. It leaves the sheet ready for review. Reviewing and submitting it is up to the person responsible for the contract.
Do I have to change my reporting sheet?
No. The agent adds one tab per quarter to the sheet you already use, with your columns.
What about hours that are not linked to a task?
They are assigned through the equivalences you have defined. Those that fit none stay in a row of their own, for you to decide what to do with them.
Does it work if my contract is not reported quarterly?
The period and the rules are those of your contract. They are defined during setup, in the assessment.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; reviewing and submitting the report stays with the person responsible.
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