Result
self-reportedPayroll used to take him 30 minutes to an hour depending on adjustments. On day 7 with Grok Bot it took about 10 minutes.
Mike O’Nan leads a PreK-12 hybrid school. Payroll each period meant pulling the substitute teacher tracker, cutting sick hours and crediting the teachers who covered. Now one Grok Bot agent does that from the tracker. Another applies tuition credits in the student system for parents who subbed. Both are wired into QuickBooks and his model vs actuals program, so the books and forecast stay current.
Who did it
Try it now
- Keep one tracker for absences and who covered each one.
- Have the bot read the tracker each pay period and list hour changes per person.
- Have it draft the payroll adjustments in QuickBooks for you to approve.
- If people get credits instead of pay, have a second agent post those in your billing system.
- Check the totals against last period before you run payroll.
Each pay period, read my coverage tracker [sheet link]. For each staff member list: sick hours to deduct, coverage hours to credit, and the person they covered. For any parent who subbed, list the tuition credit at [rate]. Draft the payroll adjustments in QuickBooks and the credits in [billing system], but don’t submit anything. Send me a summary table and the total change from last period so I can approve.
Make it run every week
A play works once. Turn it into a routine in three small steps:
- Run it once and check the result yourself.
- Give your AI a schedule. Tell it when to run this play (every week, or every month) and to message you with what it found before you act.
- Keep a log. One line per run: what was checked, anything flagged, what you did.
What to watch out for
Self-reported from his own post. Payroll mistakes cost trust fast, so approve every run and keep the bot from submitting on its own. Check local pay and leave rules. Build it with Page: a staff page where teachers log coverage.
Did it work?
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