How it works
One record underneath. A Chief of Staff on top.
AppSuiteHQ is built in five layers. Your tools write to one record, every change becomes an event, rules turn events into signals, and the AI can only act through registered actions with a risk tier. What reaches you is a briefing, and work that is ready to approve.
Diagram of AppSuiteHQ in five layers, following one overdue invoice. At the base, the record: thirteen tools writing to one database, including invoice INV-00041 for $12,400 from Harbor & Pine, due 12 September. Above it, events: the invoice.overdue event is recorded at 7:00. Then metrics and signals: overdue receivables of $14,050 and a high-severity signal, INV-00041 is 17 days overdue. Then actions: the Chief of Staff may run prepare.invoice_reminder, a tier 1 action; sending it is tier 3 and only a person can do it; tier 4 actions are for people only. At the top, the Chief of Staff: this morning's briefing says to chase INV-00041 before Wednesday, and the prepared reminder waits for someone to approve and send it.
The Command Center
What you open at seven. The day, already read.
One screen for the whole business: the numbers that matter, the briefing, and the work that is worth doing today, with the drafts already written.
An example Command Center for Northwind Studio on Monday 29 September: cash, sales, delivery and receivables with their trends, the morning briefing with three things to do, a list of recommended actions with prepared drafts, and a payment reminder being approved and sent.
- 1
The numbers
Cash, sales, delivery and receivables, each with its trend and the one note that matters. Every figure shows when it was last computed.
- 2
The briefing
A paragraph on where the business stands and three things to do today, waiting before you sit down.
- 3
Recommended and prepared
Ranked by how much each is worth doing. Where a follow-up is needed, the draft is already written.
- 4
Ask
Always in the top bar. Ask about any number and get the records behind it.
The Chief of Staff (Ìmö)
It reads the whole business, and shows its working.
The Chief of Staff is Anthropic's Claude, used through the commercial API, so your data isn't used to train models. It works from your records, through the same registered actions as everything else. It briefs you, answers you, and remembers what you agreed.
Briefing · at your hour
The morning, read for you
At the hour you choose, in your time zone, it reads what changed and writes one paragraph and three things to do. It arrives in the app and by email.
- Every figure cites the record it came from
- It says when a number is out of date
- If the AI is unavailable, you still get the numbers
Ask · any time
Answers with their sources
Ask why cash dips in October, or which clients pay late. It looks things up through read-only actions and cites every number, so each answer shows the invoices, forecasts and notes it used.
- Sources sit under every answer, one click from the record
- It can prepare a draft from the answer, never send one
- A memory is cited only when the answer relies on it
Memory · kept for you
What you agreed, used when it matters
Decisions, preferences, facts and commitments: 45-day terms for one client, the accounts inbox for another. Each one records where it came from, and anything the AI suggests remembering waits for you to confirm it.
- See, correct or remove any memory in Settings
- Replaced memories are kept as history; deleted ones are gone
- Used in reminders, answers and the briefing
Prepared work
The follow-up is written. Sending it is your call.
Payment reminders, proposal follow-ups, signature nudges, evidence renewals and thank-you notes are drafted from the record and wait for you in one inbox.
- 01
Prepared
From a signal or a question you asked, written from the invoice, proposal or contract it is about.
- 02
Checked
Every amount and date in the draft is matched against the record. One that isn't there stops the draft before you see it.
- 03
Decided
Approve it as written, edit it, or reject it. An edited draft is checked again before it goes.
- 04
Sent
For thirty minutes afterwards you can mark it as sent by mistake. The email isn't recalled, but the record says what happened.
An example payment reminder to Harbor & Pine for invoice INV-00041, $12,400.00 due 12 September, with each fact checked against the record; and the approval inbox with three prepared items, where the reminder is approved and sent.
Risk tiers
Every action has a tier. Today the AI reads and prepares. People do the rest.
The Chief of Staff can only use registered actions, and today it is given the first two tiers. Changing records and anything that leaves the business happen when a person clicks. Tier 4 isn't available to it at all.
Who acts, by risk tier
- 0
Read and explain
Briefings, signals, answers with sources
Runs on its own
- 1
Prepare
Reminders, follow-ups, nudges, memories
You review before it's used
- 2
Change internal records
Reassign a task, turn a won deal into a proposal
A person clicks, every time
- 3
Act outside the business
Send a reminder, a follow-up or a signature nudge
A person clicks, every time
- 4
High consequence
Move money, delete records, change permissions
Only a person. Never the AI.
Today: the AI works at tiers 0 and 1. Tiers 2 and 3 run on a person's click, and nothing at tier 4 is offered to it.
Every step on the record
Who asked for it, who prepared it, who approved it and when it went. Each step is kept in the audit log, next to the record it touched.
Money and delivery
Cash, margin and capacity, from the same record.
Because invoices, bills, hours and projects live in one place, AppSuiteHQ can tell you where cash is heading, which work is profitable and who has room next week, without a spreadsheet in between.1
Cash · next 30 days
Lowest point $6,250 on Oct 14
$38,600 in · $41,900 out
Why · what moves it
- PayrollOct 13−$21,300
- INV-00041 · Harbor & PineOct 21 (usually 9d late)+$12,400
- LeaseOct 14−$4,800
- INV-00043 · Fallowmere LegalOct 18+$7,250
The next 30 days of cash
- Money in
- Open invoices by due date, moved by how late each client usually pays.
- Money out
- Bills, recurring expenses and an estimate for payroll.
- The range
- The hatched band: what happens if clients pay as early or as late as they have before.
- Why
- The five items that move the line most, with the reason for each.
Margin per project and per client
Projected and actual, from hours, cost rates, expenses and what was invoiced and paid. A project slipping below target raises a signal.
Projected margin
Target 35%
- Gildersley · brand guidelines41%
- Fallowmere · client portal36%
- Brightwater · phase 2 build29%
- Isselby · packaging refresh11%
From hours, cost rates, expenses and what was invoiced and paid, per project and per client.
Who is overbooked next week
Booked hours against each person's availability. When someone is over, it plans which tasks could move to whom, and the move waits in the inbox for you.
Capacity · next week
Booked of 37.5h
- MOMaya Okafor118%
- JBJoel Brandt64%
- ALAde Lawson92%
- SWSam 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.
The tools underneath
Thirteen tools, grouped by the work they do.
Each one is useful on its own, and each writes into the same record. The more of the business runs here, the more the Chief of Staff can see.
01
Win the work
From first conversation to signed contract. A won deal becomes a proposal in one click, and an accepted proposal becomes a contract and a project.
CRM
Contacts, clients and a deal pipeline you drag between stages, with a nudge when a deal has gone quiet.
Proposals
Proposals built from sections, templates and a content library. Clients read, sign or decline them online, and you see what they looked at.
Contracts
Contracts from templates. Each signer signs in turn from a link, and you get a signed PDF with a signing certificate.
02
Deliver it
The work itself, the hours it takes and what the team has learned along the way.
Projects
Tasks on a board, a list or a calendar, with milestones, dependencies and comments, and unbilled time ready to invoice.
Time Tracking
A timer or manual entries at billable rates, timesheets to approve, and invoices built from the hours.
Knowledge Base
Your team's how-tos in nested pages, with version history, permissions, and search that finds pages by meaning.
03
Get paid
What you are owed, what you owe, and where the money went.
Accounting
Invoices, recurring billing, bills and the ledger behind them. Import bank statements to reconcile, then run the P&L, balance sheet and aged debt.
Expenses
Upload a receipt and its details are read for you. Categories, currencies, mileage and spending policies, with approval by email.
04
Stay compliant
The obligations a small business carries, with the evidence and the dates in one place.
Compliance
Assessments, controls, policies and evidence, a warning before evidence expires, and a public trust page for clients who ask.
GDPR & Privacy
A map of the personal data you hold, a cookie banner to embed on your site, and a log of data requests and breaches with their deadlines.
Audit
Audit plans and checklists, findings with corrective actions, and a calendar of obligations that reminds you before they fall due.
05
Grow and automate
Tell people what you do, and let the routine run on its own.
Social
Plan and draft posts on a content calendar, with hashtag suggestions and a review step before a post is approved.
Automation
Workflows on a canvas: a trigger from the record or a schedule, then steps, conditions and a person's approval where you want one. Every run is logged.
Set it up today. Read it tomorrow.
Add your clients and open invoices, choose the hour for your briefing, and see what it finds by morning.
Your first day
- 1TodayCreate a workspace on the free plan: no card, and 7 days of the operating system.
- 2TodayAdd your clients and the invoices still open.
- 3TodayChoose the hour your briefing arrives.
- 4TomorrowThree things to do, with the drafts ready.