Paperwork and month-end reporting

The forms and the month-end write themselves.

A build that produces your job sheets, compliance forms and month-end reports from the data your business already captures. The report that used to take a morning is finished and in the inbox on the first of the month, before anyone sits down to it.

Get your free plan Three sizes

The standard size takes: Two weeks
You own: The templates and the reports, in your accounts
Runs monthly: Only if you choose to pay monthly

No figure appears on this page. Your free plan comes back with the price of every size, and with what the whole job costs together.

What it is

Almost every piece of paperwork in a small business is a rearrangement of facts the business already holds: who, what, when, where, how long, how much. Once those facts land in one place as the work happens, the forms are a printing job, not a writing job, and the person who used to fill them in gets that time back permanently.

Month end is the same problem with a deadline. When the report is built from live data it arrives on the first, every month, with the same definitions each time. That consistency matters more than the hours saved: a number calculated the same way twelve months running is a number you can actually steer by.

This is for you if

Reports get rebuilt from scratch every time somebody asks for one
The same job details get written on a form, a sheet and an invoice
Compliance paperwork gets done at the end of the week, from memory
Month end costs somebody a morning of copying between tabs

One of these is usually enough. If none of them is true, this is not the first thing I would build for you, and the plan will say so.

Why it comes where it does

Nobody is paid to retype information the business already holds. Paperwork is the clearest example of work that should stop needing a person.

Nothing has to be built before this one, so it can be the first thing you do. Your free plan still puts it in order against everything else you are considering.

Three sizes, by scope

The sizes differ by how much is in them, not by how well it is done. Start at the size that matches the business today; moving up later is normal.

The Essentials

One form, filled from the work.

One job sheet or form built to your exact layout
Filled from the data you already capture
Sent and filed automatically
Written documentation

One week

The usual choice

The Standard

The paperwork and the month end. Most businesses choose this.

Everything in the size before, plus:

Your full set of job sheets and compliance forms
A month-end report written on the first, with each number defined
Documents filed where your team already looks for them
Training for whoever owns the paperwork

Two weeks

The Works

Records that hold up to an audit.

Everything in the size before, plus:

Photos and signatures captured on site and attached to the record
An audit trail showing who signed what and when
Expiry and renewal reminders for certificates and tickets
Reports for your accountant and your regulator in their formats

Four weeks

The figure for each of the three sizes is not published here, because it depends on what else you are building at the same time. Build your free plan and the figure for each size comes back with it, along with what the whole job costs together.

How it is built

01
I collect every form and report you produce, and mark where each field actually comes from.
02
I find the gaps: the two or three facts nobody currently captures at the time.
03
The build: templates that fill themselves, with your layout and your wording.
04
The month-end report, with each number defined in writing so it means the same thing every month.
05
A month running beside the old way, then the old way stops.
06
Written documentation and a session with whoever owns the paperwork.

Before you decide

Three things people get wrong.

They sayOur forms are too specific to automate.

Specific is fine. Forms are automated by copying your form exactly, field for field, not by making you adopt somebody else's template.

They sayThe compliance body will not accept a generated document.

Most bodies accept a generated document when it carries the right content and a signature. Rules differ, so I check the rule for yours before the build, and a certificate that must be issued by a licensed person stays with that person.

They sayThis only pays off for big teams.

A one-van business fills in the same forms as a ten-van one. The hours saved are smaller, but so is the build, and the owner is usually the one doing the paperwork at nine at night.

Your options

The alternatives, side by side.

Doing it yourself and hiring it out are both real answers. Here is how the three compare on the things that actually decide it.

Slide the table sideways to read every column.

Option	What it costs	What you own	Time	Outcome
Keep doing it by hand	A morning a month, plus the forms nobody enjoys	Nothing new	Now	Late paperwork and numbers that change definition
Hire an administrator	A salary plus leave, KiwiSaver, sick days and training	A person, who can leave	Weeks to hire, months to train	Done on time, until the week they are away
This build	One build, or a monthly fee	The templates and the reports, in your accounts	Two weeks	Forms filled as work happens, month end done on the first

In practice

The first of the month, done

Job sheets fill themselves from the booking and the photos taken on site, the compliance certificate comes out signed and filed, and on the first of the month the report on jobs, hours and invoiced value lands in the inbox without anyone opening a spreadsheet.

Straight answers

Questions I get asked about this.

01Can it produce our exact forms?

Yes. I copy your form, field for field, including the layout and the wording your customers and your regulator expect to see.

02Where does the data come from?

From what you already capture: the booking, the job notes, the photos, the invoice. Where a fact is missing, I add one field at the point the work happens rather than a form at the end of it.

03Does someone still check the reports?

Yes, and it takes minutes instead of a morning. The report is produced and sent for review, not published behind your back.

04What if a form changes?

Templates are yours to edit, and the documentation shows how. Bigger changes are a small piece of work rather than a rebuild.

Also in administration

What sits next to this.

Business operations retainer

The admin that runs itself.

Workflow audit

Where the hours actually go, measured over two weeks.

Quote and invoice automation

Quotes that follow themselves up. Invoices that chase themselves.

See all of administration

The next move

Paperwork and month-end reporting, priced in context.

The free plan asks a few questions about the business, then comes back with this service at the size that fits, anything that has to come first, and the figure for each part and for the whole job. Nothing is charged and nothing is booked at the end of it.

Get your free plan stuart@sevenlens.co

Get your free plan