Contractor vs FTE Allocation Tracker
Build an internal tool that splits allocation and spend between employees and contractors per project, tracks each contractor's PO cap and contract end date, and flags anyone nearing their cap or end date - with a manager approval gate before you extend, raise a cap, or export.
A blended-team tracker that computes spend and remaining cap by resource type, alerts you before a contractor hits their cap or contract end, gates extensions and cap raises behind a manager approval, and exports a clean spend CSV.
Before you start
- A resource list tagged FTE/contractor with rates and contract dates (CSV or Google Sheet)
- An allocations / time export per project (CSV or Google Sheet)
- Free Vercel, Supabase, and Resend accounts (the plan walks you through them)
The problem this kills
You run a blended team - employees and contractors mixed across several projects - and the real question is never far away: how much have we burned, who is about to blow their PO cap, and whose contract quietly ends in three weeks? The answer lives in a tangle of spreadsheets: one tab for the resource roster, another for rates, a third for time and allocations, and a finance export that's always a month behind. By the time you notice a contractor is over cap or their contract lapsed mid-sprint, the damage is done - an emergency extension, a scramble for budget, or a gap on a critical project.
This tool turns that tangle into a single screen that always knows the answer, and warns you before the cliff instead of after.
What you'll build
An internal web app - just for your team - where you import your resources (tagged FTE or contractor, with rates, PO caps, and contract dates) and your allocations or time, and it computes spend and remaining cap by resource type, per project. It flags every contractor nearing their budget cap or contract end at thresholds you set, and it refuses to let anyone extend a contract, raise a cap, or export a spend report without a manager reviewing and approving the change first.
What's inside the Implementation Plan
The plan starts by interviewing you about your business - your projects, how you tag FTE vs contractor, what your rates and PO caps look like, the exact column names in your spreadsheets, your approval rules, and the messy exceptions (mid-month rate changes, multiple POs per contractor, blended day rates). It reflects a short tailored spec back to you and waits for your thumbs-up before it builds anything, so the tracker fits how you actually work instead of forcing you into a generic template.
From there it walks you - one copy-paste prompt at a time - through standing up the database, importing and de-duplicating your resources and allocations, computing spend and remaining cap, building the near-cap / near-end alerts, wiring the manager approval gate, sending Resend email alerts, and shipping a clean CSV export in the exact columns your finance system expects.
The governance it includes (this is the point)
- Login so only your team can open the tracker.
- Row-level security so each organization only ever sees its own resources, projects, and spend.
- A full audit trail - who imported what, who approved an extension or cap raise, and exactly when.
- A human-in-the-loop approval gate - the tool drafts the extension, cap raise, or export, a manager reviews it, and only an approval commits it.
- Duplicate guards so the same contractor + PO/contract can't be loaded or charged twice.
Who it's for
Program managers, resource and finance partners, and PMO leads running blended teams of employees and contractors who need to see allocation and spend by type, stay ahead of contract ends and budget caps, and keep a clean approval record - without waiting on IT to build it.
You've got this - paste the first prompt and let the agent interview you.