Time Entry QA

Use this action in a triggered workflow to evaluate one or more time entries against custom instructions. It assigns each entry a numerical score and provides reasoning based on the criteria.

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What It Does

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

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How It Works

The “Time Entry QA” action processes time entries as follows:

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Input Data

The action receives the time entry or entries to analyze and instructions that define the QA criteria.

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QA Process

For each time entry, an AI agent evaluates its content, such as notes and summary, against the configured instructions. The instructions define what to look for and how to score the time entry.

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Scoring and Reasoning

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

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Output Structure

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

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Setup

Time entry to analyze: The action works with any time entry from your workflow trigger, typically the time entry that was just created or updated. Quality criteria: Define your QA standards by providing detailed instructions on how to score time entries. Specify what makes a good time entry, what to check, and your scoring scale, such as 1-5 or 0-100. A default set of instructions is provided. Tailor it to your own standards and terminology. Save results (optional): Choose whether to save the QA score in a custom field in your PSA system, and specify which field to use.

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Use Cases

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Automated Time Entry Audits

Set up a workflow that triggers when a time entry is created or updated. The “Time Entry QA” action can assess the entry against your standards, such as completeness of notes, correct work type, and billable status.

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Enforce Billing Accuracy

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

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Technician Feedback and Training

Use QA scores and reasoning to provide feedback to technicians on their time entries. If the score is saved to a custom field, you can build PSA reports or dashboards to track QA metrics.

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Best Practices

• If you 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.
• Follow this action with a “Notify Internal Team” or “Add Ticket Note” action to communicate QA results or flag entries below a score threshold.