Hire an AI service capacity and cost reviewer

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A utilization and delivery margin view, with unbilled work kept
• Delivery contribution, passed to the second step with the month and cost ledger
• Shared cost spread by observed activity at normal capacity
• Contribution after allocated shared cost, as a management view
• Idle capacity cost on its own line, plus any MISSING inputs

How it does the job well

• Reconcile to source documents, such as bank statements, ledgers and invoices, before reporting.
• Show the calculation, inputs and period for every figure.
• Label actuals, estimates and forecasts clearly.
• Send tax, legal and regulatory questions to a qualified professional.

Mistakes it avoids

• Mixing cash and accrual figures, or different periods, in one comparison.
• Rounding or formula errors that do not tie back to totals.
• Giving personal investment advice.

What a good result looks like

An example, not your task: A client looks profitable on fees but the team always seems stretched.

• outputs/step-1-service-utilization-margin-builder.md. Utilization, realized fees and delivery contribution for the month, with unbilled work kept.
• outputs/step-2-shared-service-activity-cost-allocator.md. Shared cost spread by activity, with idle capacity cost on its own line.
• Management view. Contribution after allocated shared cost, clearly labelled as a management view.
• HAND-BACK SUMMARY. Files saved, sources used, MISSING lines and checks missed.

How the work is checked

• Hours bridge: paid hours, less leave and fixed duties, give available client hours. Billed hours do not exceed them, and unbilled work is kept.
• Realized fees match the invoices for the month, not the rate card. Delivery cost counts loaded labor once.
• The shared pool excludes delivery labor, so labor is never taken off twice.
• Activity units and hours are bridged. Each share is the pool times its activity units, divided by the activity units at normal capacity.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Service utilization margin builder. Reconciles paid time, available client capacity and realized fees to delivery contribution. Keeps unbilled work. Hands step 2 the contribution, the month and the direct cost ledger. Check before moving on, hours add up and fees match invoices.
• Shared service activity cost allocator. Spreads only the approved shared pool by observed activity at normal capacity. Shows contribution less the allocated share as a management view. Shows idle cost separately and stops delivery labor being taken off twice. Check before you rely on it, pool and delivery labor do not overlap.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id reconcile-service-capacity-and-shared-cost only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/reconcile-service-capacity-and-shared-cost/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• Paid hours and client hours for the same month (from timesheets or payroll)
• Leave and fixed duties that cannot be billed (from your leave and rota records)
• Realized fees, meaning what clients actually paid (from invoices and receipts)
• Loaded delivery cost per hour or in total (from payroll and benefits)
• The shared service pool and its activity counts, for the same month (from the cost ledger and service logs)
• Normal capacity for the shared service, in the same unit as the counts (from your own definition). Without it, idle cost is not worked out.

Helpful context (optional)

• A timesheet export, not a summary.
• The invoice list for the same month.
• A short note on which costs are shared and which are delivery.

Tools and access

• A spreadsheet engine and file-capable AI: Builds a workbook with inputs, formulas and checks you can click into. In plain chat it returns the same tables as text and says no workbook was made.
• Any good chat AI: The sums are short, so the AI can show them line by line in the chat.
• A file-capable AI or a spreadsheet app: Needed only if you want an editable workbook with a checks tab.
• Node.js 20 or later (optional): Runs the bundled script that repeats the sums, as a second check.

Functions and deliverables

• Service capacity and cost reviewer: Share paid hours, client work, fees and separate support costs. Get delivery margin, shared-cost splits and unused-capacity costs.
  • A utilization and delivery margin view, with unbilled work kept
  • Delivery contribution, passed to the second step with the month and cost ledger
  • Shared cost spread by observed activity at normal capacity
  • Contribution after allocated shared cost, as a management view
  • Idle capacity cost on its own line, plus any MISSING inputs
• Service hours and margin calculator: Share paid and billable hours, fees and costs. Check the hours used and cash left after delivery.
  • Available client hours: paid hours less fixed duties and leave
  • Utilization: billable hours divided by available hours
  • Revenue: billable hours times the fee earned per hour
  • Delivery cost, contribution and contribution margin, with the sums shown
  • A stop message if the hours cannot be right, and a list of figures still missing
• Shared service cost calculator: Share team costs and work used. Get each team's share and any unused capacity.
  • The rate per activity unit
  • Each department's charge: units used times the rate
  • The unassigned cost: the pool less all charges, which is the cost of unused capacity
  • Unused units, and a flag if use is above capacity
  • A list of missing figures and checks that could not run
• Product mix capacity checker: Share product quantities, margins and work hours. Check the mix's contribution and whether it fits the hours available.
  • Hours needed for each product and in total
  • Hours short or spare against the hours you have
  • Contribution for each product and in total
  • A clear note when the plan is over capacity, so it is not called feasible
  • A list of missing facts and checks it could not run
  • A small workbook with the same sums, if your AI can make files
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• A client looks profitable on fees but the team always seems stretched.
• You want to see how much paid time earned nothing this month.
• A shared service cost is spread evenly and you doubt it is fair.
• You are about to reprice a service and need the real cost per billable hour.

Limits to check before starting

• You only need utilization and margin. Use the Service hours and margin calculator on its own.
• You only need to spread a shared cost by use. Use the Shared service cost calculator on its own.
• You want to know if you can promise a delivery date. Use the Team capacity and delivery-date planner workflow.
• You want a hotel or property view. Use the Hotel room and food contribution checker workflow.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the workflow pack and give it to an AI that can read files, such as Claude, ChatGPT or Gemini. For a workbook, use one that can build spreadsheets.
• Attach the timesheets, invoices and cost ledger for one month. Paste your activity counts. Say the month, currency and scale once.
• After step 1, check hours add up: paid hours less leave and fixed duties give available client hours.
• After step 2, check the shared pool does not include delivery labor, and that idle cost is its own line.
• Fill every MISSING line before using a figure to price or staff. Nothing here changes a price.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/reconcile-service-capacity-and-shared-cost for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.