Tired of messy spreadsheets and endless hours lost chasing worklogs? We were too. That’s why we built a fully automated workflow that connects Jira, Make.com, and Airtable — and it changed everything.
This case study explains exactly how we at Scalevise automated our internal project administration and reporting — with a workflow that’s modular, scalable, and accurate.
The Problem: Admin Burnout and Billing Bottlenecks
Like most development agencies, we use Jira to track work. But when it came time to calculate billable hours, track project costs, or share client updates — we hit a wall.
Pain points:
- Worklogs buried in Jira, hard to extract per project
- No centralized overview of time spent, team workload, or project cost
- Manual reporting every week — prone to error, never up-to-date
It wasn’t sustainable. So we built our own solution.
The Stack: Jira + Make.com + Airtable
We decided to connect three powerful tools:
- Jira: For detailed time logging and task tracking
- Make.com: For automation flows, triggers, filters and routing
- Airtable: As our live dashboard and cost-calculation database
Together, they formed a custom middleware that replaced our chaotic spreadsheets with clean, real-time data.
How the Automation Works
1. Developer logs time in Jira
Each time entry is linked to a task, project and user.
2. Make.com scenario is triggered
The automation listens for new worklogs or issue changes. It retrieves data from Jira using filters and routers.
3. Data flows into Airtable
Each worklog is matched to a project and user in Airtable. It calculates:
- Total hours per task and project
- Billable vs. non-billable work
- Project profitability
4. Dashboards update in real time
With Airtable Interfaces, we built custom dashboards per client, team, or role.
Results: 6–8 Hours Saved Weekly
This automation saves us hours per week — per project manager.
Other gains:
- No more manual updates or chasing logs
- Accurate cost per project, per developer
- Real-time project dashboards
- Easier reporting for clients and internal reviews
Where You Can Use This
This setup isn’t just for us. It works perfectly for:
- Agencies that bill by the hour
- Dev teams working across multiple clients
- SaaS companies tracking internal project efficiency
- Consulting firms with complex deliverables
Visual: Our Interfaces
This demonstrates how filters and formulas help with reporting.
This illustrates how we route and classify logs.
Want to Build This Yourself?
We help clients implement similar solutions using Make.com, n8n, or custom middleware. Whether you want a simple flow or a full enterprise dashboard — let’s talk.
Check our latest resources at: https://scalevise.com/resources/
Related Case Studies:
- https://scalevise.com/resources/automated-onboarding-with-make-com-save-time-cut-costs-scale-faster/
- https://scalevise.com/resources/ai-agent-for-lead-qualification-with-gpt-5-automate-your-sales-funnel/
Published by Scalevise – empowering scale-ups with automation, AI, and integration workflows.