See it working · The office desk

The office desk

One Monday at a small company that runs on spreadsheets, a shared sheet, invoices sent by email and an accounting system. An agent reads the files, finds what does not match, asks a person and puts the right numbers back everywhere.

Distribuidora La Torcaza: building and hardware supplies, eight people, Colombia. A made-up company.

Six short steps. Read each one, press the amber button, and the result shows right under it. The sample files are at the bottom.

How the numbers move today

Marta's stock sheet → Julián copies it into the orders sheet
Orders sheet → Diana types each order into the invoices file
Invoices file → Diana types them again into the accounting system
Accounting system → checked against Marta's sheet at month end

What the copying costs here

About a person-day a week goes to copying and checking. Mistakes show up at month end, when the numbers do not close.

Simulated figure for this example office.

What the agent found

Six things, across four places. Nothing changed yet.

Cement C-50: the order says 40 sacks, the invoice says 45. Stock: 420 in the sheet, 375 in accounting.
Rebar V-38: 1,150 in the sheet, 1,100 in accounting.
PVC pipe PV-4: the order and the invoice say 12 went out. The sheet and accounting still say 86.
Tie wire AL-18: 180 in the sheet, 150 in accounting. The order and the invoice agree on 30.
One customer, three spellings: Constructora Bahareque S.A.S., Constructora Bajareque, Const. Bahareque SAS.
Invoice FV-1044 (50 rebar) has no order behind it.

Each one is marked in red in the sample files at the bottom.

One clean table

The agent puts each file's number for the same thing side by side. Each file keeps its own columns and format.

What	Stock sheet	Order	Invoice	Accounting	The agent's plan
Cement C-50	420	P-311: 40	FV-1041: 45	375	Needs a personApproved by DianaInvoice and accounting say 45. Use 45 and correct the order?Edit opens the row so Diana can type the right number. Nothing moves until she saves.
Rebar V-38	1,150	none	FV-1044: 50	1,100	Needs a personApproved by DianaNo order for FV-1044. Add order P-315 and set the sheet to 1,100?Edit opens the row so Diana can type the right number. Nothing moves until she saves.
PVC pipe PV-4	86	P-312: 12	FV-1042: 12	86	Clear fixOrder and invoice agree. Set stock to 74 in the sheet and in accounting.
Tie wire AL-18	180	P-314: 30	FV-1045: 30	150	Clear fixThe sheet is behind. Set it to 150.
Customer name	—	Constructora Bajareque (P-313)	Const. Bahareque SAS (FV-1041)	Constructora Bahareque S.A.S.	Clear fixUse the name in accounting everywhere.
White paint PT-G	54	P-313: 10	FV-1043: 10	54	MatchesAll four agree.

Diana's turn: two rows wait for her Approve or Edit.

Both rows approved. The three clear fixes go in with the same yes. Press Next to update.

Change log

What changed, where and who said yes.

09:14Accounting system: PVC pipe PV-4, stock 86 → 74 (invoice FV-1042).Approved by Diana
09:14Stock sheet: cement 420 → 375, rebar 1,150 → 1,100, PVC pipe 86 → 74, tie wire 180 → 150.Approved by Diana
09:14Orders sheet: P-311 cement 40 → 45. New order P-315 for invoice FV-1044. Customer name fixed on P-313.Approved by Diana
09:14Invoices file: customer name fixed on FV-1041 and FV-1043. FV-1044 linked to order P-315.Approved by Diana

Undone. Every value is back as it was. The log keeps a line saying who undid it and when.

The new numbers are marked in the sample files at the bottom.

Week report for Don Hernán

Written by the agent from the clean table.

Sales last week: COP 4,955,000 on 5 invoices. Cement sold the most.
Stock now matches in every file. Lowest: white paint, 54 gallons.
Open invoices: 4, for COP 3,815,000. Constructora Bahareque owes COP 2,355,000 of that.
Fixed this morning: 4 stock counts, 1 order quantity, 1 missing order, 1 customer name. Diana said yes to each.

Sales last week, by product

Grey cement, 50 kgCOP 1,575,000
PVC pipe 4"COP 1,140,000
Rebar 3/8"COP 1,100,000
White paint, gallonCOP 780,000
Tie wire, kgCOP 360,000

One slide for the Monday meeting

Monday meeting · last week

COP 4.96 Msales

COP 3.82 Mstill to collect

0differences left in the files

Next: call Constructora Bahareque about COP 2.36 M.

The report and the slide come out of the same clean table. Nobody builds them by hand.

Monday before

Marta sends her stock sheet around.
Julián and Diana copy numbers from one file to the next.
Nobody sees the differences until month end.
The owner's report is built by hand, when there is time.

Monday with the agent

The files stay where they are. The agent reads them.
Differences show up on Monday, not at month end.
Diana approves two rows instead of copying.
The report and the slide are ready for the meeting.

What is real, what is simulated

Real: this flow is the kind of work we build. Read the files a company already uses, find what does not match, ask a person, write back with a log and an undo.

Simulated: the company, the people, the files and every number are made up.

This is an example. It is not a client, and not a product we sell as is. Every office's files are different, so each one is built for that office.

The sample files behind this demo: stock, orders, invoices and the accounting system (reference)

Stock

Spreadsheet on Marta's laptop

Code	Product	Stock
C-50	Grey cement, 50 kg	420~~was 420~~ 375420finding 1
V-38	Rebar 3/8"	1,150~~was 1,150~~ 1,1001,150finding 2
PV-4	PVC pipe 4"	86~~was 86~~ 7486finding 3
PT-G	White paint, gallon	54
AL-18	Tie wire, kg	180~~was 180~~ 150180finding 4

Orders

Shared sheet, sales team

Order	Customer	Code	Qty
P-311	Constructora Bahareque S.A.S.	C-50	40~~was 40~~ 4540finding 1
P-312	Ferretería Tres Clavos	PV-4	12
P-313	Constructora Bajareque~~was Constructora Bajareque~~ Constructora Bahareque S.A.S.Constructora Bajarequefinding 5	PT-G	10
P-314	Obras Guadua Alta	AL-18	30
P-315	Obras Guadua Alta	V-38	50

Invoices

Spreadsheet sent by email

Invoice	Customer	Order	Item	Total (COP)
FV-1041	Const. Bahareque SAS~~was Const. Bahareque SAS~~ Constructora Bahareque S.A.S.Const. Bahareque SASfinding 5	P-311	C-50 ×45finding 1	1,575,000
FV-1042	Ferretería Tres Clavos	P-312	PV-4 ×12	1,140,000
FV-1043	Constructora Bajareque~~was Constructora Bajareque~~ Constructora Bahareque S.A.S.Constructora Bajarequefinding 5	P-313	PT-G ×10	780,000
FV-1044	Obras Guadua Alta	none~~was none~~ P-315nonefinding 6	V-38 ×50	1,100,000
FV-1045	Obras Guadua Alta	P-314	AL-18 ×30	360,000

Paid: FV-1042. The others are still open.

Accounting system

Simulated screen

Stock and customers

Code	Product	Stock
C-50	Grey cement, 50 kg	375finding 1
V-38	Rebar 3/8"	1,100finding 2
PV-4	PVC pipe 4"	86~~was 86~~ 7486finding 3
PT-G	White paint, gallon	54
AL-18	Tie wire, kg	150finding 4

Customer on file:: Constructora Bahareque S.A.S.finding 5
Open invoices:: 4 · COP 3,815,000

Demo with simulated data; names are fictional

What is real

The kind of work we build: read the files a company already uses, find what does not match, ask a person, write back with a log and an undo, then report.
A person says yes before anything changes in the accounting system.

What is simulated

Distribuidora La Torcaza, Marta, Julián, Diana, Don Hernán and every customer.
Every file, number and time, and the accounting system screen.
This is an example, not a client and not a product we sell as is.

Want something like this for your business? info@humaniasoluciones.com