The SOP is written. The 58 Loom videos already exist. Intuit now publishes an official MCP server for QuickBooks Online. What remains is the assembly — a clear process, a comprehensive team, a trustworthy budget, and real-world impact.
The same four principles that built Haven's design|build practice are the principles this engagement runs on. Automation projects fail for the same reasons construction projects fail: unclear scope, missing team, runaway cost, no visible outcome. Not here.
Three steps. Discovery, then a working build, then a monthly rhythm. You know what happens, when, and why — every week.
A fractional AI partner embedded in your operations — not a consultant who disappears. Same person on the tools, on the calls, on the review.
Six thousand per month. Fixed. Includes the first build, every build after, and the infrastructure to run them. No scope creep, no surprises.
Hours returned to your team — the ones you already have. Grow the business without growing headcount.
One session to find the opportunity. Then we build it. Then we keep building. The Discovery Session is on the house for Haven; the build work is rolled into the retainer.
A focused working session with Drew. We ingest the SOP and Looms, map every workflow, rank the automation candidates, and come back in 48 hours with a written action plan and a prioritized build sequence.
ComplimentaryNormally $1,500–$2,500We take the top priority from Discovery — Cost Inbox — and build it end-to-end. Agent harness, MCP connections, Buildertrend rig, QuickBooks sync, daily run with human approval gate. Shipped, working, on real data.
Included in the retainerNormally $5,000–$20,000 per projectEach month we identify Haven's next highest-value automation and build it. A continuous improvement engine. One working system added to the books every month, plus ongoing operations for everything already shipped.
$6,000 / monthFixed retainer, no scope creepCost Inbox processing is mentioned across at least four Loom videos and is the most-clicked manual workflow in the entire SOP. It is daily, high-volume, and not judgment-heavy. Nail this one and it likely pays for the retainer by itself.
The agent opens Buildertrend through an authenticated browser session, reads the Cost Inbox queue, matches each line against the PO and vendor records, creates a Bill in QuickBooks via Intuit's MCP, and posts to the Accounting Inbox with a daily reconciliation report. Every write goes through a dry-run + human-approve gate for the first thirty days, then graduates.
Surfaced from the SOP and Looms. Ranked by daily impact, systemic importance, and how cleanly existing APIs and MCPs cover the required moves.
| Rank | Workflow | Cadence | Impact | Complexity |
|---|---|---|---|---|
| 01 | Cost Inbox processingBT cost inbox → bill → QBO match | Daily | 20–40 hrs | Medium · UI-heavy |
| 02 | Monthly close orchestrationReconcile, WIP, P&L prep, variance flags | Monthly | 15–20 hrs | High · cross-system |
| 03 | Subcontractor invoice triageGmail → classify → BT or QBO | Daily | 6–10 hrs | Low |
| 04 | WIP schedule updatesJob cost pull → WIP sheet write | Weekly | 4–6 hrs | Medium |
| 05 | Vendor statement reconciliationPDF parse → QBO vendor aging match | Monthly | 3–5 hrs | Medium |
| 06 | Invoice log + scoreboardQBO → Sheets scoreboard auto-feed | Weekly | 2–4 hrs | Low |
| 07 | Receipt capture & codingGmail/Drive → bill attach → code | Daily | 4–6 hrs | Low |
| 08 | Billable bonus analysisTime + job cost → bonus model | Monthly | 2–4 hrs | Medium |
| 09 | PO creation from meeting notesFireflies transcript → BT PO draft | Weekly | 2–3 hrs | Medium |
| 10 | Uncategorized report pingsQBO gl scan → staff follow-up message | Weekly | 3–5 hrs | Low |
Data-to-data is always preferred. Computer-use is the fallback when no API exists. Here is how each Haven system gets touched.
Twelve months ago this proposal would have been a custom QuickBooks integration — weeks of OAuth plumbing, API wrappers, and SyncToken handling before a single invoice got processed. That is not the world we are in.
github.com/intuit/quickbooks-online-mcp-server — 143 tools, 29 entities, 11 financial reports. Production-ready with OAuth refresh. 335 tests at 100% coverage.
Open-source JSON-native CLI (brew install voska/tap/qbo) with deterministic exit codes and a qbo schema command built for AI agents. Fallback for anything the MCP does not cover.
The missing ingredient most automation projects lack. Most companies cannot articulate what they do. Haven already did that work — in writing and on video.
Translation: the Discovery Session is not spent figuring out how to talk to QuickBooks. It is spent deciding which of Haven's ten workflows to automate first, and shipping it.
A fractional Chief AI Officer for Haven — C-suite judgment on AI strategy and hands-on implementation, at the cost of a junior hire. Not a consultant. Not a roadmap. A partner who learns the firm and grows with it.
The NDA is signed and the SOP is in hand. The Discovery Session is the next step between a plan on paper and a working Cost Inbox demo on your real data. It is included with the first month's retainer, and the written action plan comes back within 48 hours.
