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Ayush AI automation

Ayush Mutha: internal tools and workflow automation

Built for Vatsaraj & Co., Chartered Accountants: timesheets, leave and reporting for a firm of about 50 employees. See the project Try it yourself

Left: the crossing, a demo Replay it ↑

The crossing is a demo. This one runs at a real firm.

Timesheets · chartered accountancy firm

From Excel timesheets to one system for recording, reviewing and reporting work.

Built for a chartered accountancy firm with about 50 employees. Staff record their work, managers review their teams, approved leave feeds into timesheets, and admins access reports in the same system.

Public demo · read-only · invented firm and data

Don’t take the screenshots’ word for it. Click through the system yourself.

Same software, three seats. Each person sees something different. Every screen below comes from this demo.

Open the demo

Or go straight in as an employee, a team lead or an administrator.

1Record

Staff record their work. Approved leave appears in the same week automatically.

A staff member’s week beside the new-entry form. Monday, Thursday and Friday already show 8 hours of approved casual leave.

Also on this screen: the day’s running total, with a warning above 12 hours and a block above 18.

2Review

Managers can see who has submitted their week and who still has entries outstanding.

Your team and the status of each person’s week. Gaurav Chitale: 31 unsubmitted. Vaibhav Deshmukh: 17 logged since submitting. Nikhil Pandit: 6 logged since submitting. Ipsita Kulkarni: 19 unsubmitted. Sneha Karnik: 22 logged since submitting. More people follow.

Detail: the team table from the My team screen.

3Report

See where the firm’s hours went, by client, team member or type of work.

One week’s hours by type of work: GST 514.75 hours, Audit 514.5, Income-tax 489. Total 1,518.25 hours across 647 entries.

One week, by type of work. Admins can also view it by client, month or person, and download it to Excel.

Optional · inspect the details

The Client field with “mead” typed. Matching clients are listed, most-used first, each with its client group on the right.

The old template had separate, unlinked Client and Client Group lists. Here you type any part of a name, and the client carries its group, so the two can’t disagree.

The type of work is remembered from last time. “Repeat last entry” and a Whole day mode cut repeat typing.

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Delivered work

Case study 01

Timesheets and internal operations for a chartered accountancy firm

The firm logged its hours in a shared Excel template. I replaced it with one connected system for work entry, team review, leave and reporting. The firm’s staff have used it since late August 2026.

In use
Since late August 2026
Firm size
About 50 employees
Covers
Timesheets, leave, reports, client and staff records
Hosted
In the firm’s own hosting account

The brief

From a shared spreadsheet to one connected system

Everyone’s hours went into the same Excel template. The replacement brings four jobs into one place, all working from the same records.

  1. 1

    Record

    Staff log their day against the firm’s own clients and assignment types, on a desktop or a phone.

  2. 2

    Review

    Team leads see and review only their own people’s weeks.

  3. 3

    Leave

    Once leave is approved, it is written onto the timesheet automatically.

  4. 4

    Report

    Admins see where the firm’s hours went, by client, team member, month or type of work, with Excel downloads.

Works on a phone

The same entry form, laid out for a small screen.

Public demo, synthetic data
The entry form on a phone. Segment and assignment type are marked “remembered”; buttons offer Save and add another, Save and done, and Repeat last entry.

One design decision

Searchable clients that carry their group

The old template had a 507-item Client dropdown you couldn’t search, and a separate Client Group dropdown with nothing linking the two. Its instructions asked each person to check by hand that they matched.

In the new form you type any part of a client’s name. Matching clients appear, most-used first, and each one carries its group, so the two can’t disagree.

The Client field with “mead” typed. Matching clients are listed, most-used first, each with its client group on the right.
Public demo, synthetic data

Rules and records

Mistakes caught at entry, records kept intact

A dialog refuses an entry: the day already has 6.25 hours, adding 19 would pass the 18-hour limit. It names a likely typo and says nothing was saved.
Public demo, synthetic data

Impossible days are refused

More than 12 hours in a day gets a warning. More than 18 is refused, with the likely cause named (a zero too many) and a plain “Nothing was saved.”

Master data: tabs for employees, 512 clients, segments, assignment types, leave types, holidays and financial years. A note explains how archiving works.
Public demo, synthetic data

One place for clients, staff and lists

Clients, groups, assignment types, holidays and staff are edited in one place. Records in use are protected from deletion and can be archived instead: archiving hides a record from the dropdowns and leaves past reports unchanged.

Weeks lock on a schedule

Once a week locks, only an admin can reopen it.

A log that can’t be edited

Every sign-in, export and master-data change is recorded in a security log.

Hosted by the firm

It runs in the firm’s own hosting account.

Since go-live

First production changes shipped on 26 August 2026. After go-live the firm asked for changes, such as allowing Sunday work and Sunday leave for busy periods. They were shipped.

Back to delivered work Get in touch

I’m Ayush. I build automations and small internal systems for businesses, like the timesheet and payroll above.

Case file 03 · open

What keeps coming back to your desk?

Write to me about one task your team repeats every week, and where it tends to go wrong.

ayushmutha1916@gmail.com