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Time Entry QA

The "Time Entry QA" action analyzes time entries against a defined set of criteria, providing a quality assurance score and detailed reasoning. This helps ensure that time entries are accurate, complete, and adhere to your company's standards.

Why is it useful?

Automating time entry quality assurance helps maintain consistency, improves data accuracy for billing and reporting, and provides a feedback mechanism for technicians to improve their time logging habits.

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This action is available only as a Triggered action in a workflow. Let us know if you'd like to use it as a Scheduled one.

What It Does​

  • Evaluates one or more time entries based on custom instructions you provide.
  • Assigns a numerical score to each time entry.
  • Generates a detailed reasoning explaining how the score was determined based on the provided instructions.
  • Optionally, stores the QA score directly into a specified custom field in your PSA for the corresponding time entry.
  • Provides feedback messages suitable for internal review and dashboard visibility.

How It Works​

The "Time Entry QA" action processes time entries as follows:

1. Input Data​

The action receives the time entry (or entries) to be analyzed and a set of instructions defining the QA criteria.

2. QA Process​

For each time entry, an AI agent evaluates its content (notes, summary, etc.) against the instructions you've configured. These instructions guide the AI on what to look for and how to score the time entry.

3. Scoring and Reasoning​

The AI agent assigns a numerical score to the time entry and provides textual reasoning that justifies the score by explaining how the time entry met or failed to meet the specified criteria.

4. Output Structure​

The action outputs the QA results, including messages for internal MSP use (containing score and reasoning), messages for the Neo Dashboard, and a list of field updates if configured to save the score in a custom field.

Configuration Fields​

When you add the "Time Entry QA" action to a workflow, you'll configure the following:

default_data​

The Time Entry to analyze. In a triggered workflow, this is typically the time entry that initiated the workflow.

instructions​

Detailed instructions on how to score the Time Entries. This is a crucial field where you define your QA criteria, the aspects to check in a time entry, and the scoring scale (e.g., 1-5, 0-100). This field is required. (default: Pre-filled with a standard template, which you should customize)

store_score_in_custom_field​

Determines whether the QA score should be saved into a custom field in your PSA. (default: False)

score_custom_field_name​

The name of the text-based custom field in your PSA where the QA score will be stored. This field is only applicable if store_score_in_custom_field is set to True. (default: Neo QA Score) (optional)

Output Fields​

This action makes the following information available to subsequent actions in the workflow:

default_messages_for_msp​

A list of messages intended for internal MSP use. Each message typically includes the QA score and the reasoning behind it for a processed time entry. These can be used, for example, to add an internal note to the associated ticket or time entry.

default_fields_to_update​

A list of field update objects. If store_score_in_custom_field is enabled, this list will contain the necessary information to update the specified custom field with the QA score.

default_messages_for_dashboard​

A list of strings summarizing the QA results for each time entry, suitable for display in the Neo Dashboard Event History.

credits_consumed​

The number of Neo credits consumed by the action during its execution.

Use Cases​

Automated Time Entry Audits​

Set up a workflow that triggers when a time entry is created or updated. The "Time Entry QA" action can then automatically assess the entry against your standards (e.g., completeness of notes, correct work type, billable status).

Enforce Billing Accuracy​

Use the instructions to define criteria that ensure time entries contain sufficient detail for accurate client billing, such as clear descriptions of work performed and time spent.

Technician Feedback and Training​

Use the QA scores and reasoning to provide feedback to technicians on the quality of their time entries. This can help identify areas for improvement and training. If the score is saved to a custom field, you can build PSA reports or dashboards to track QA metrics.

Best Practices​

  • Define Clear Instructions: The quality of the QA process heavily depends on the clarity and detail of your instructions. Be specific about what constitutes a good time entry, how to score different aspects, and what scale to use.
  • Customize Default Instructions: While a default set of instructions is provided, tailor them to your MSP's specific needs and terminology for the best results.
  • PSA Custom Field: If you choose to store the score in a custom field (store_score_in_custom_field), ensure that a text-based custom field with the exact score_custom_field_name exists in your PSA for time entries.
  • Iterate and Refine: Start with a basic set of instructions and refine them over time based on the QA results and feedback.
  • Monitor Event History: Regularly review the Event History in the Neo Dashboard to see how the "Time Entry QA" action is performing and to check the scores and reasoning provided.
  • Review and Bill: If the action flags a time entry as non-compliant and potentially unbillable, a manager can be notified to review it before it's approved and billed. Check the Event History for more details.
  • Combine with Notifications: Follow this action with a "Notify Internal Team" or "Add Ticket Note" action to communicate the QA results or flag entries that fall below a certain score threshold.
  • Review and Verification: If the system identifies inconsistencies or requires clarification, it may flag the time entry for review. This ensures accuracy before the time entry is finalized and billed. Check the Event History for more details.