Problem
Staff logged trips on an old screen that could only show the first 500 clients.
Monthly invoices were built by gathering trip records by hand, and that took more than 30 days.
Referrals from the state agency came in as documents someone had to read, file and match to riders.
What I built
- A trip-logging, client and invoice app that runs inside the client's HighLevel account.
- Automated monthly billing. The internal invoice, the state invoices and the county usage reports all come from trip data, and an audit checks every document against the others.
- A completeness check that compares billed trips with the raw trip log, so a dropped trip can't slip through.
- Automated the referral intake process. Staff upload a referral, AI pulls out the details, and a person confirms them before anything is saved.
- Weekly referral reports, with a coverage-gap report on every run.
Stack
- Next.js
- Vercel
- NoCodeBackend
- Make
- HighLevel
- Claude API
Outcomes
- Invoicing went from 30+ days to one day after month-end close.
- Staff moved off a screen that could only show the first 500 clients.
- The September 2026 billing run covered 107 clients and 2,135 trips.
- Rider records stay current from each referral batch, and a person approves every AI extraction.