Case studies

Case studies: payroll automation & custom apps

Every project starts with a specific problem and ends with measurable outcomes. Here are four recent builds: payroll automation and custom app development in action.

Retail · 120 staff · 2026

FlowMart: End-to-End Payroll Automation

Payroll AI

FlowMart is a regional convenience chain running 12 stores with 120 staff across three states. Before automation, payroll consumed 3 full days every fortnight: manually collecting timesheets from each store, reconciling with rostering data, chasing approval signatures, and re-entering everything into their accounting system. Payroll errors cost them $6K/quarter in overpayments and corrections.

FlowMart payroll automation
0
Payroll time reduced to
0%
Pay accuracy
0 hrs
Saved per fortnight

The approach

Integrated Deputy (rostering) with Xero (payroll) via n8n. Built an automated pipeline: timesheets sync nightly → leave approvals flow through automatically → pay runs are calculated and sent for one-click review → payslips distributed via email → STP reporting submitted to the ATO. The payroll officer now approves instead of entering data.

Tech stack

n8n · Deputy · Xero · STP API · Slack (approval notifications) · Google Sheets (audit trail)

"Payroll used to be the thing I dreaded every fortnight. Now it's a 30-minute check-in on a Tuesday morning."

— Operations Director, FlowMart

Transport & Logistics · 2026

CoastHaul: Custom Client Portal & Booking App

Custom App

CoastHaul is a Brisbane-based trucking company running 18 trucks across QLD and NSW. Their booking process lived entirely in phone calls and WhatsApp. Customers would call dispatchers to check availability, request quotes, and track deliveries. Dispatchers spent 60% of their day answering the same questions. They needed a web app, not more process.

CoastHaul transport logistics
0%
Less dispatcher calls
0%
Faster quote turnaround
0 hrs
Saved per week

The approach

Built a custom client portal with real-time quote requests, booking calendar, delivery tracking, and automated invoice generation. Customers log in, book loads, and track deliveries in real time. No phone calls needed. Dispatchers get a dashboard showing schedule, alerts, and customer activity at a glance.

Tech stack

Retool · Supabase · Google Maps API · Twilio · Stripe · n8n

"I didn't need another system. I needed a real app my customers could use. This is exactly what we asked for and more."

— Owner, CoastHaul Logistics

Healthcare · Dental · 2025

MediQuick Dental: Smart Scheduling AI

AI Assistant

A 5-chair dental practice was losing 30% of appointments to no-shows. Front desk staff spent 15+ hours per week on phone scheduling and reminder calls. Time they could have spent on patient care and insurance processing.

MediQuick dental practice
0%
Show rate
0
Faster booking
0 hrs
Saved per week

The approach

AI scheduling assistant connected to the practice management system. Handles appointment booking via website widget, automated SMS reminders (48h and 2h before), waitlist management, and rescheduling. Escalates only when the AI can't resolve the request.

Tech stack

Twilio · OpenAI API · Dentrix · Make · Supabase · Cal.com integration

"Our front desk team actually looks forward to work now. The AI handles the tedious stuff and they focus on people."

— Practice Manager, MediQuick Dental

Construction · Project Management · 2025

BuildCraft: Project Workflow Automation

Workflow

BuildCraft is a mid-size general contractor running 8–12 concurrent residential projects. Project managers were drowning in disconnected tools: Procore for docs, WhatsApp for crew updates, Excel for budgets, email for client comms. A single status update required checking four different sources.

BuildCraft construction project
0 hrs
Saved per PM per week
0%
Real-time visibility
0%
Faster reporting

The approach

Unified dashboard pulling data from Procore, accounting software, and crew check-in forms. Automated daily status reports, budget alerts when costs exceed 80% of allocation, and client-facing progress summaries sent every Friday.

Tech stack

Retool · Procore API · QuickBooks · Zapier · Google Sheets · Slack bots

"I used to spend Friday afternoons building reports. Now the report builds itself and I spend that time on site."

— Senior Project Manager, BuildCraft
Start your own case study

Let's talk

Payroll, apps, or both. Let's talk about what you need.

Based in Brisbane. I join your team for 4–8 weeks and build whatever you need: payroll automations from invoice to payment, custom web apps, client portals, booking systems, internal tools, and AI assistants. You decide the mix.

Book a free discovery call