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PMbot Case Study: AI-Powered Project Reporting

A leading technology and compliance solutions company struggled with manual extraction of employee documents from multiple HR and payroll portals, causing errors and delays. AI-powered automation streamlined the process, ensuring faster, accurate, and reliable document handling while freeing HR teams for strategic work.

Business challenge

Despite having Clockify for time-tracking, the organization faced significant hurdles in accessing actionable insights efficiently. Manual processes slowed reporting, created dependencies on analysts, and made it difficult for non-technical users to get the information they needed. Key challenges included:
  • Time-tracking data was available but underutilized due to manual effort required for analysis.
  • Reports required repeated exports, spreadsheet cleanup, and consolidation.
  • Managers relied heavily on analysts for ad-hoc insights.
  • Non-technical users struggled to frame complex reports.
  • Reporting cycles were slow, delaying critical decisions.
  • Teams had to switch tools, disrupting workflows instead of accessing insights within Slack.

Transformation

Auxiliobits implemented PMbot, an AI-powered project management bot integrated with Slack, to modernize the organization’s time-tracking and reporting workflows. By converting By converting natural language questions into real-time analytics, PMbot eliminated the need for manual reporting and allowed teams to access accurate insights instantly—without altering existing tools or processes.

Quantitative Outcomes:

  • Automated data extraction from Clockify and consolidated it in Google Sheets.
  • Converted user queries into executable analytics logic using GPT-powered AI.
  • Delivered summarized insights directly within Slack, eliminating context switching.
  • Reduced manual reporting effort by 70–80%.
  • Enabled near real-time visibility into utilization, costs, and project health.
  • Accelerated decision-making and reduced dependency on analysts for ad-hoc reports.

Outcomes

The implementation of PMbot delivered measurable improvements across reporting, decision-making, and operational efficiency
  • 70–80% reduction in manual reporting effort, freeing analysts for higher-value tasks.
  • Near real-time visibility into utilization, costs, and project performance.
  • Faster decision-making for managers and leadership.
  • Reduced dependency on analysts for ad-hoc reports.
  • Higher adoption and engagement due to Slack-native experience.
  • Improved transparency and trust across projects and teams.

About The Client

The client is a mid-sized professional services organization specializing in technology and compliance solutions. With multiple ongoing projects and distributed teams, the company relied on time-tracking tools like Clockify to monitor utilization, project health, and cost efficiency. Despite having the necessary systems in place, the client faced challenges in turning raw data into actionable insights, leading them to explore AI-driven solutions for faster, more accurate, and user-friendly reporting

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Auxiliobits continues to support organizations in its HR transformation journey—from identifying high-impact opportunities to implementing advanced AI-driven workflows that modernize HR operations end-to-end
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