An example Command Center for a small design studio: cash, sales, delivery and receivables, the morning briefing, and a payment reminder being approved and sent.
Operate /Command Center
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AskMO
Monday 29 September
Northwind Studio
As of 7:02 · recorded on the platform
Cash
$48,210.40
Low point 30d · Oct 14
Sales
$86,500.00
Weighted pipeline
Delivery
2at risk of 8
Utilisation 14d · 91%
Receivables
$31,480.00
3 overdue · $14,050
Today’s briefing
Prepared 7:02
Harbor & Pine owes $12,400 and has paid late twice this year. The rest of the week is steady.
1Chase INV-00041 before Wednesday: Harbor & Pine usually pays 9 days after a reminder.
2The Gildersley proposal was opened twice and has had no reply for 11 days.
3Isselby's packaging project is 82% through its budget at 54% complete.
Open briefingAsk a follow-up
Recommended and prepared
3
Chase INV-00041
Harbor & Pine · $12,400.00
Worth doing 90% Draft ready
Follow up the Gildersley proposal
Opened twice · quiet 11 days
Worth doing 72% Draft ready
Move 6h of Isselby work to Joel
Maya is at 118% next week
Worth doing 64%
Payment reminder
To Harbor & Pine
Invoice INV-00041
Hi Dana, a quick reminder that $12,400.00 on invoice INV-00041 was due on 12 September. As agreed, it goes to your accounts payable inbox. If it is already on its way, thank you. Otherwise, could you let me know when to expect it?
INV-00041$12,400.00Due 12 SepMemory: AP inbox
Approve and sendEdit
Built for small businesses that need to run smarter
From what happens in your business to what gets done.
Every tool writes into one record. Your Chief of Staff reads it in context, notices what matters, prepares the next move and waits for your approval. Then the action happens, and stays on the record.
The six steps as an animated sequence: an invoice goes overdue in Accounting, the Chief of Staff reads the client's history and terms, ranks it as the most important item today, prepares a reminder from the record, the owner approves it in the inbox, and the reminder is sent with a receipt.
1Business activity
2AI understands context
3Identifies what matters
4Prepares the next move
5Owner approves
6Action happens
01·Business activity
Something happens
A proposal is opened twice. An invoice goes overdue. A project burns its budget faster than the work. Every tool writes it into the one record as it happens.
02·AI understands context
It reads it in context
Not a lone number: the client's payment history, the terms you agreed, what was said last time, who's booked next week.
03·Identifies what matters
It spots what matters
Rules you can read rank what deserves attention today, by what it's worth and how urgent it is. Nothing is guessed.
04·Prepares the next move
It prepares the next move
A reminder written from the record. A follow-up. A task moved, a proposal drafted. Each with the reasoning beside it.
05·Owner approves
You decide
It waits in your inbox. Approve it as written, edit it, or reject it. Nothing leaves the business without your click.
06·Action happens
It gets done, on the record
Sent, moved or scheduled, with a receipt, thirty minutes to flag a mistake, and every step in the audit log.
AccountingToday · 00:00
Invoice
INV-00041 · Harbor & Pine
Due 12 Sep · Website refresh, phase 2
$12,400.00Overdue · 17 days
invoice.overduewritten to the one record
Reading around INV-00041
ClientHarbor & Pine · pays 12 days late on average
Agreed45-day terms, invoices to accounts@
Last said“Budget sign-off end of month” · 3 Sep
Open workWebsite refresh · 62% of budget used
CRMContractsProjectsMemory
Needs attention today
ranked by what it’s worth
INV-00041 is 17 days overdue · $12,400
Harbor & Pine · usually pays 12 days late
First
Proposal opened twice, no reply
Gildersley · sent 6 days ago
Budget 62% used, work 48% done
Website refresh
Rule: overdue 14+ days and above 10% of receivables → high.
Draft · Payment reminder
Tier 1 · prepared
Invoice INV-00041 · gentle reminder
Hi Priya, a quick note that $12,400.00 on INV-00041 was due on 12 September, on the 45-day terms we agreed. Could you let me know when to expect it?
Every highlighted figure comes from the record. A draft that mentions one the record doesn’t have is stopped.
Inbox · 1 waiting for you
09:14
Payment reminder · INV-00041 · Harbor & Pine
To accounts@harborandpine.co · Tier 3, needs a person
Approve and sendEditReject
Maya, owner · one click. Nothing has left the business yet.
Sent · 09:14
Reminder for INV-00041 sent to accounts@harborandpine.co
Receipt
re_9f2c…41ab
Flag a mistake until
09:44
Prepared by
Chief of Staff · 07:02
Approved by
Maya · 09:14
invoice.reminder_senton the record, in the audit log
Business activity
Most small businesses already have the information they need. It's spread across a CRM nobody updates, invoices nobody chases and a project that went over budget three weeks before anyone noticed. AppSuiteHQ connects all of it, so your Chief of Staff sees the whole picture and hands you the next move.
Monday at Northwind Studio. Five moments, one owner, no spreadsheets.
07:00·Briefing
The briefing is waiting
Before you open your inbox, AppSuiteHQ has read yesterday: payments, proposals, hours and deadlines. One paragraph and three things to do, at the hour you choose. Every figure links back to its record.
Today’s briefing
Prepared 7:02
Harbor & Pine owes $12,400 and has paid late twice this year. The rest of the week is steady.
Three things to do today
1Chase INV-00041 before Wednesday: Harbor & Pine usually pays 9 days after a reminder.
2The Gildersley proposal was opened twice and has had no reply for 11 days.
3Isselby's packaging project is 82% through its budget at 54% complete.
Figures as recorded on the platform · 4 sources
07:00·Signals
What needs attention, ranked
Overdue invoices, proposals gone quiet, budgets burning faster than the work. Each one is computed from your records by a rule you can read, not guessed, and ranked by what it's worth.
Needs attention
4
INV-00041 is 17 days overdue
Harbor & Pine · $12,400.00
2h
Proposal quiet for 11 days
Gildersley Hotels · $18,500.00 · opened twice
5h
Budget burning faster than progress
Isselby Coffee · 82% used, 54% done
1d
Insurance certificate expires in 12 days
Evidence · Professional indemnity
1d
Evaluated 7:00 · 19 rules
07:02·Prepared
The follow-up is already written
Reminders and follow-ups are drafted from the record: the amount, the due date, the terms you agreed. If a draft mentions a figure the record doesn't have, it's stopped before you see it.
Payment reminder · prepared
Tier 1 · you review
To Dana Reyes · accounts@harborandpine.example
Subject Invoice INV-00041
Hi Dana, a quick reminder that $12,400.00 on invoice INV-00041 was due on 12 September. As agreed, it goes to your accounts payable inbox. If it is already on its way, thank you. Otherwise, could you let me know when to expect it?
Checked against the record
INV-00041
$12,400.00
Due 12 Sep
Memory: AP inbox
An amount or a date that is not in the record blocks the draft before you ever see it.
09:14·Approve
One click to send. Thirty minutes to flag a mistake.
Everything waits in one inbox. Approve it as written, edit it, or reject it. Once it's sent you have thirty minutes to mark it as sent by mistake, and every decision stays on the record.
Inbox
Waiting 3Done
Payment reminder · Harbor & Pine
INV-00041 · $12,400.00
Approve and send
Proposal follow-up · Gildersley Hotels
Brand guidelines · quiet 11 days
Contract nudge · Fallowmere Legal
Sent for signature 6 days ago
Sent to accounts@harborandpine.example
Sent by mistake? 30 min
11:30·Ask
Ask anything about the business
Why is cash dipping in October? Which clients pay late? Answers come from your own records with the sources beside them, so you can check before you act.
Win the deal and the proposal starts itself. Sign the contract and the project is set up with its budget. Log time and the invoice already knows. Each record carries the one before it, so nothing is typed twice and nothing falls between tools.
Deal won
Gildersley Hotels · $18,500
2
Proposal
Brand guidelines · accepted
3
Contract
Signed 2 Oct
4
Project
12 tasks · budget 140h
5
Invoices
3 scheduled · 40/40/20
Money and profit
See the dip before it arrives.
A 30-day cash forecast built from what you've invoiced, what you owe and how late each client usually pays. Margin per project and per client. Who's overbooked next week. All from the same record.1
From hours, cost rates, expenses and what was invoiced and paid, per project and per client.
Capacity · next week
Booked of 37.5h
MO
Maya Okafor118%
JB
Joel Brandt64%
AL
Ade Lawson92%
SW
Sam Whitlock81%
Suggested: move 6h of Isselby work from Maya to Joel.
1Figures are as recorded on the platform: the invoices, bills, expenses, payments and hours you enter or import. AppSuiteHQ doesn't connect to bank accounts, and a forecast is an estimate, shown with its likely range.
Trust
Drafts, not decisions. The AI prepares. A person approves.
Every action in AppSuiteHQ has a risk tier. Reading and drafting are safe to hand over. Anything that leaves the business or touches money waits for a person, and the most consequential things can only ever be done by one.
Nothing leaves without your clickEmails, reminders and proposals are prepared for you, never sent on their own.
Checked against the recordAmounts and dates in a draft must match what's recorded, or the draft is stopped.
Thirty minutes to flag a mistakeMark a message as sent by mistake and the record is corrected. The email itself can't be recalled.
Every step on the recordWho prepared it, who approved it and what changed, kept in the audit log.
Who acts, by risk tier
0
Read and explain
Briefings, signals, answers with sources
Runs on its own
1
Prepare
Reminders, follow-ups, proposal drafts
You review before it's used
2
Change internal records
Move a deal, reassign a task, schedule a follow-up
You approve each one
3
Act outside the business
Send a reminder or a contract, issue an invoice
You approve each one
4
High consequence
Move money, delete records, change permissions
Only a person. Never the AI.
Memory
It remembers what you agreed.
Tell it once that Harbor & Pine are on 45-day terms, or that invoices go to their accounts inbox, and it's used the next time it matters: in a reminder, an answer or a briefing. You can see, correct or remove anything it remembers.
Decisions and payment terms
Who to talk to, and how
Exceptions to the usual rules
Memory · decision
“Harbor & Pine are on 45-day payment terms; everyone else is on our standard 30 days.”
Recorded by Maya · 18 June
Cited in 3 answers, 2 reminders and this morning’s briefing.
The tools underneath
Thirteen tools, arranged around how the work flows.
You don't have to adopt them all at once. Each one writes into the same record, so the more of the business runs here, the more your Chief of Staff can see.
Your pipeline, proposals clients accept online, contracts signed electronically.
CRM
Proposals
Contracts
02
Deliver it
Projects with budgets, time against each one, and the answers your team keeps asking for.
Projects
Time Tracking
Knowledge Base
03
Get paid
Invoices, payments, bills and expenses, with receipts and approvals.
Accounting
Expenses
04
Stay compliant
Policies, evidence and deadlines; data requests and consent; a record of who did what.
Compliance
GDPR & Privacy
Audit
05
Grow and automate
Plan and schedule posts, and set rules that run the routine.
Social
Automation
Pricing
Start free. Upgrade when it's earning its keep.
The free plan has no end date, and the operating system is yours for the first 7 days. Every paid plan includes it, from $69 a month or $57 a month billed yearly, with more tools, more people and a larger AI allowance.
No. Anything that leaves the business, like a reminder, a follow-up or a proposal, is prepared as a draft and waits in your inbox until someone approves it. Moving money, deleting records and changing permissions can only be done by a person.
Where do the numbers come from?
From what's recorded on the platform: your invoices, bills, expenses, payments and hours. AppSuiteHQ doesn't connect to bank accounts, so the figures are only as current as what's been recorded, and every briefing says so.
Who is it for?
Small businesses that want to run smarter: agencies, studios, consultancies, service businesses and growing teams that sell projects, retainers, subscriptions, products or a mix, usually with somewhere between one and fifty people.
Do I have to move everything over?
No. Start with your clients and open invoices and the first briefing can use them the next morning. Every tool you add gives it more to read.
Which AI does it use?
The operating system's answers, briefings and drafts are written by Anthropic's Claude through its commercial API, and under those terms your data isn't used to train models. A few assistants inside individual tools use other providers.
Is the operating system on the free plan?
For your first 7 days. After that it's included on every paid plan, and the tools on Free keep working: Time Tracking with no time limit, and CRM and Knowledge Base for 90 days.
Can I change plans later?
Yes. Move up or down whenever you need to: each organisation has one subscription, and a change is prorated. Paying yearly works out at two months free.
AppSuiteHQTomorrow, 7:00Your briefing is ready: three things to do today.
Tomorrow at 7:00, your first briefing.
Set up your workspace today, add a few clients and open invoices, and see what your Chief of Staff finds by morning.