Standing service spreadsheet-text-column-sorted-every-month · revised 12 October 2026
Standing service
Have each month's new messy text rows sorted into your categories, unsure ones left to you
Each month up to 2,000 new rows are sorted into your categories or marked unsure, with the label agreement re-measured on rows you label blind.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
Language in a column drifts: new suppliers, new wording and new categories appear, and a rule list built last quarter misses them. Unsure rows pile up or, worse, get a confident wrong label. The monthly job keeps rules current and measures agreement on fresh rows.
Who it’s for: Office manager, analyst or finance lead with a text column that fills up every month.
Usually starts when: A text column of card narratives or supplier names grows by thousands of rows a month, and new wording turns up.
The result: Each month you receive up to 2,000 new rows sorted into your categories or marked unsure, counts by category and a report from 50 rows you label blind showing agreement, with any category that fell below your mark named.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each month's result is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- Every row has exactly one allowed value or is unsure
- Agreement on fresh blind rows meets your mark
What we watch
- The month's new rows as a redacted column
- Rows you corrected last month
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and new rows arrive. | We send the sorted file and the agreement report. |
| A category falls below your mark. | We name it at the top and propose a rule change. |
| Unsure rows rise sharply. | We review a sample with you and propose new rules or a category definition. Linked job: Text column sorted into categories |
We do on our own
- Read the month's inputs and run the agreed checks
- Prepare the monthly result and the test report
- Offer the matching one-off job as a next step
We ask you first
- Any change to a pass mark, rule, threshold or the inputs covered
- Any request for wider access to a system
- Starting any fix, rebuild or backfill
We escalate to you when
- A severe error is found in the monthly sample
- The same failure appears two months running
- The inputs stop arriving or change shape
How you know it held. Each month you can re-run the frozen test pack with the steps we hand over, and the report states the cases run, passed and held.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Sort card narratives or supplier names into your categories, unsure rows left to you Job Optional
Each row of one column, up to 5,000 rows, gets exactly one category from your list or "unsure", with the words that decided it. Unsure rows are never guessed.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Sorted file
- Counts by category and unsure list
- Agreement report
Included
- Up to 2,000 new rows a month in one column and up to 30 categories
- Rules refreshed from rows you corrected last month
- 50 rows labelled blind by you and scored
- The unsure list
Not included
- Creating or redefining categories
- Names of individuals or health data
- Legal, tax or financial advice: a named person at your business decides
- Sending, posting or filing anything: a person at your business does that
- Any response-time guarantee or out-of-hours cover
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month on 50 rows you label blind, agreement meets the mark agreed in writing and unsure rows count as misses (50 rows is a tripwire, not a measure of small differences)
Evidence: The 50 rows with both labels
Every output row has exactly one allowed value, checked by script
Evidence: The script output
Each month the frozen test pack is re-run, and every case that passed last month still passes; a case that fails is reported with its cause
Evidence: The monthly test report
Originals are unchanged (checksums match) and nothing was written to any live system by us
Evidence: Checksums before and after, and your own audit trail
Sign-off. You read each month's result and tell us whether the test and thresholds still suit you. A month counts as delivered when you have received the result and the test report.
If it fails. If we cannot run a month because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The matching one-off job's conditions hold for your material
- Each month's inputs arrive through the agreed secure route in the same shape
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- Inputs change shape and cannot be mapped to the agreed one
- Nobody on your side reads the monthly result for two months running
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The service reads, tests and reports. Ending it leaves your systems and the way you work exactly as they are, and you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| Wording drifts and a category quietly gets worse. | Agreement is scored per category each month, and a weak category is named at the top. |
| The monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
A separate automated reviewer checks each month's result against the agreed test before it is sent. Your named person decides what to do with it. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named person decides what to do with each result and approves anything that goes live or to someone outside
Access we would need
- Redacted or synthetic copies of your files, sent through a secure route agreed in writing
- No login, key or write access to any live system
Questions
Will it invent categories?
No. It uses your list only. A new category is a decision for you.
What about rows it cannot place?
They are marked unsure and left for you.
Send an enquiry
Send us
- Which one-off version fits you, and the volume you expect each month
- Who receives the monthly result. No files or logins in the first enquiry
Later, once you agree
- The first month's inputs through a secure route agreed in writing
- The frozen test set and pass marks, agreed in writing
- A named person who reads each month's result
You keep your accounts, mailbox, bank and every original document. We work from copies or exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “spreadsheet-text-column-sorted-every-month” as the subject.