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 apps in action.
Retail · 120 staff · 2026
FlowMart: End-to-End Payroll Automation
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.
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)
"Before, we were drowning in spreadsheets. Timesheets from 12 stores, chasing approvals over email, re-entering everything into Xero. Three full days every fortnight. Now I walk in Tuesday morning and it's done. The payroll officer loves it, the stores love it, and I don't wake up dreading pay week."
— Operations Director, FlowMartTransport & Logistics · 2026
CoastHaul: Client Portal & Booking 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 portal, not more process.
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 an app showing schedule, alerts, and customer activity at a glance.
Tech stack
Retool · Supabase · Google Maps API · Twilio · Stripe · n8n
"My phone was ringing off the hook every morning: 'Is my truck loaded?' 'Can I book Friday?' 'Where's my driver?' Dispatchers couldn't keep up. The portal killed 70% of those calls. Customers book loads themselves now, track in real time, and we went from paper invoices to automated billing. It paid for itself in three months."
— Owner, CoastHaul LogisticsHealthcare · Dental · 2025
MediQuick Dental: Smart Scheduling AI
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.
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
"We had 30% no-show rates. Front desk was spending all day on the phone reminding patients and filling gaps. Now the AI handles all of it: booking, reminders, rescheduling. Our show rate jumped to 92% and the team can actually focus on patient care instead of phone calls. The ROI was obvious within the first month."
— Practice Manager, MediQuick DentalConstruction · Project Management · 2025
BuildCraft: Project Workflow Automation
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.
The approach
Unified app 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
"Every Friday I was pulling data from Procore, QuickBooks, and WhatsApp to build a status report for the directors. That was a half-day gone. Now the app exists, it updates in real time, and stakeholders check it themselves instead of asking me. I got my Friday back, and the team gets real-time visibility instead of a weekly email."
— Senior Project Manager, BuildCraftLet's talk
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Based in Brisbane. I join your team for 4–8 weeks and build whatever you need: payroll automations from invoice to payment, custom apps, client portals, booking systems, internal tools, and AI assistants. You decide the mix.