American Janitorial Services · Operations & Systems Lead · 2025–present
The owners worked around the new system. So I rebuilt it around them.
The problem
My family’s commercial janitorial company went live on its new operations system in August 2026. Seven weeks later, only 21% of invoices (68 of 319) were being made in it. The rest were still typed by hand in QuickBooks and Excel.
What I did
Sorted all 251 bypassed invoices by cause, then rebuilt intake to mirror the QuickBooks and Excel screens the owners already knew. Wrote the training: an English/Spanish iPhone handbook, a 16-stop practice tour in the owners’ own words, and a fully Spanish admin interface.
The result
By the week of October 12, 84% of invoices (27 of 32) were made in the system. The migration behind it moved 1,191 live invoices ($1.4M) over, matched to the cent, and closed a $161K reconciliation gap.
An assistant with guardrails
Domi, the built-in assistant, drafts invoices and payment matches. A person approves each one, and every figure comes from the database rather than the model. The owners’ first 18 questions were all rated helpful, at about 10¢ each.
Graded before it shipped
I ran a blind-graded evaluation of four assistant setups: 240 answers, graded with the labels hidden. The one in production made the fewest critical errors (2, against 5–8 for the others).
An audit that paid for itself
Auditing 14,967 historical invoices turned up $14,395 in double bills, now voided.
Everywhere the owners work
Web, iPhone, small Mac and Windows helpers, and a Chrome extension, built by AI coding agents through 52 versions.