Case study / Small business · Operations

Payroll Automation and Calendar Sync for Sylvia's Magic Cleaning

Jose went from losing his Sundays to barely thinking about payroll. The Airtable app handles the math and keeps a running history of every week, giving him records he never had before. The calendar sync means he just follows his schedule and goes. He doesn't check booking sites throughout the day anymore. The work comes to him.

The result80%

of payroll time eliminated

Weekly payroll time cut by roughly 80%, giving Jose his Sundays back
Zero missed bookings since the calendar sync went live
Jose no longer manually checks booking platforms throughout the day
Historical payroll records now available for the first time

01 / Before and after

The same work, two ways.

The manual wayWith Bell AI

Spend every Sunday writing out each employee's jobs, hours, and pay rates by hand.

Drop the week's data into the Airtable app and let it calculate payroll.

Re-add the totals to make sure nothing was missed.

Pull up the historical log to compare against any prior week.

Refresh booking platforms every 30 minutes throughout the day.

Follow the Google Calendar: new bookings land there automatically.

Catch a missed booking the hard way: by double-booking or no-showing.

Stop checking booking sites and run the day off the schedule.

BeforeSundays gone

Hours of manual payroll math

AfterSundays back

Payroll in minutes, calendar updates itself

02 / The work

Where it stuck. What we built.

The challenge

Jose, the owner of Sylvia's Magic Cleaning, spent every Sunday manually calculating weekly payroll. He'd write down each employee's jobs, hours, and pay rates by hand. It took hours, every single week. On top of that, he was checking his booking platforms every 30 minutes throughout the day to catch new jobs. If a booking came in and he missed it, he could end up double-booked or just not showing up.

The solution

We built two things. First, an Airtable app that maps employees to jobs and automatically calculates weekly payroll. Jose enters the week's data and the app handles everything: hourly rates, job assignments, totals. Second, a Make.com automation that connects his booking platforms directly to Google Calendar. New bookings show up on his calendar the moment they come in. No more checking every 30 minutes.

03 / How we built it

Step by step.

Each step was tested against the team's real work before the next one started. A person reviews anything that matters before it goes out.

01Step 1 of 6

Mapped out Jose's full manual payroll process to understand every calculation involved

02Step 2 of 6

Built an Airtable app with employee profiles, job assignments, hourly rates, and automated weekly totals

03Step 3 of 6

Added a historical log so Jose has a record of every previous week's payroll

04Step 4 of 6

Identified all active booking platforms and the data needed for calendar sync

05Step 5 of 6

Built Make.com automations to push new and updated bookings to Google Calendar in real time

06Step 6 of 6

Tested edge cases including cancellations, reschedules, and same-day bookings

Tools

Make.com
Google Calendar
Airtable

In their words

“Sundays used to be completely gone. Now I do payroll in a fraction of the time and I actually trust my calendar.”

Jose · Owner, Sylvia's Magic Cleaning

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