Four common shapes of business, five questions each: how the work moves, the records that have to exist, who touches the system, what Atlas does about it, and which modules you’d switch on. Pick the one closest to yours — then rename every field and step to your own words.
Worth saying plainly: customizing CaptivaHQ means configuring it — your fields, your labels, your workflows, your automation, the REST API and MCP. Where something genuinely has to be built, UTS builds it as a service, and we scope that with you rather than promise it on a web page.
Service Businesses
Customers, requests, people on the job and an invoice at the end — whatever your service is called.
How a job runs
1Customer enquiryDemand Generation
2QuotePre-Sales & CPQ
3Job bookedScheduling
4Work deliveredWork Orders & Field Dispatch
5InvoiceInvoicing & Billing
6FeedbackCSAT & Forms
Modules you’d switch on
Demand Generation · in the core platform Enquiries from every channel in one queue.
Pre-Sales & CPQ · in the core platform Quotes from your own services catalog.
Scheduling Bookings against real team availability.
Work Orders & Field Dispatch Jobs as work orders with notes and photos.
Invoicing & Billing Invoices from the finished job.
CSAT & Forms Feedback after every job.
The paperwork that has to exist
Quote
Service agreement
Job record with notes
Invoice
3–6 records per job
Who’s in the system
Owner Sees pipeline, booked work and cash from one screen.
Coordinator Books jobs against real availability and keeps customers updated.
Team Work their jobs from the phone and log what they did.
Office Invoices from the finished job and chases what is overdue.
What Atlas does here
“Who hasn’t been invoiced for work finished last week?” — Atlas lists them and drafts the invoices.
Product & Distribution
Stock in, orders out, suppliers on one side and customers on the other.
How a job runs
1Customer orderCustomer Relations
2Stock checkedInventory & Warehouse
3Purchase from supplierProcurement & Purchasing
4Order shippedShipping
5InvoiceInvoicing & Billing
6Support requestCustomer Service
Modules you’d switch on
Customer Relations · in the core platform Customers, orders and history on one account.
Inventory & Warehouse Stock by location with reorder points.
Procurement & Purchasing Supplier purchase orders matched to receipts.
Shipping Shipments and tracking on the order.
Invoicing & Billing Invoices from shipped orders.
Customer Service Customer questions with the order attached.
The paperwork that has to exist
Sales order
Purchase order
Packing slip
Shipping record
Invoice
4–6 records per order
Who’s in the system
Sales Takes orders with stock levels visible before promising a date.
Warehouse Picks, packs and ships with the order on screen.
Purchasing Reorders from suppliers before stock runs out.
Customer service Answers “where is my order” from the shipping record.
What Atlas does here
“Which products will run out before the next supplier delivery?” — Atlas lists them and drafts the orders.
Project-Based Firms
Proposals that become projects, hours that must be billed, and a budget someone is watching.
How a job runs
1OpportunityCustomer Relations
2ProposalPre-Sales & CPQ
3Contract signedContract Management
4Project deliveredProject Management
5Milestone billedInvoicing & Billing
6Profitability reviewedAnalytics & BI
Modules you’d switch on
Customer Relations · in the core platform Opportunities and clients with AI signals.
Pre-Sales & CPQ · in the core platform Proposals from your catalog, e-signed.
Contract Management · in the core platform Contracts and SOWs with amendments.
Project Management Plans, tasks, time and budgets.
Invoicing & Billing Milestone and time billing.
Analytics & BI · in the core platform Profitability by project and client.
The paperwork that has to exist
Proposal
Contract or SOW
Project plan
Timesheets
Milestone invoices
5–15 records per project
Who’s in the system
Principal Sees pipeline, active projects and margin from Analytics & BI.
Project manager Runs the plan, the team and the budget in Project Management.
Team Log time against tasks as they go.
Finance Bills milestones and time from the project.
What Atlas does here
“Which projects are over budget on hours?” — Atlas lists them with the tasks driving it.
Membership & Subscription
Members who renew, benefits they expect, and billing that has to recur without anyone pushing it.
How a job runs
1Member joinsDemand Generation
2Agreement signedContract Management
3Recurring billingInvoicing & Billing
4Member requestCustomer Service
5Content and eventsContent & Learning
6RenewalContract Management
Modules you’d switch on
Demand Generation · in the core platform New member sign-ups qualified and followed up.
Contract Management · in the core platform Membership agreements and renewals watched.
Invoicing & Billing Recurring billing that runs on its own.
Customer Service Member requests with SLAs.
Content & Learning Member content and learning.
Marketing Campaigns to prospects and lapsed members.
The paperwork that has to exist
Membership agreement
Billing record
Request history
Renewal notice
3–5 records per member per year
Who’s in the system
Director Watches membership, renewals and churn from one screen.
Member services Answers members from Customer Service with their history.
Marketing Runs campaigns to prospects and lapsed members.
Finance Watches recurring billing and failed payments.
What Atlas does here
“Which members lapse next month?” — Atlas lists them and drafts the renewal outreach.
Pricing
Pick what you need. Add people as you grow.
Every plan is priced per person, works for teams of up to 25, and has no minimum — add or remove people whenever you want. What changes between plans is how much of the system you switch on.
15 core modules are in every plan
These are the platform itself, not a bolt-on. They come with Starter, Professional and Enterprise alike — what you choose below is which add-ons sit on top. Hover any of them to see what it does.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployees & Org Chart
Client Portal Soon — your customers see their own job and approve what needs approving
We build what you are missing — custom modules and integrations developed for your operation
Connects to the systems you are keeping, including your accounting package
Hosted to your security requirements, including on your own servers
You own your data. Always.
A named success manager who knows your business
Each Workspace has a 20 GB storage allowance included with the subscription, shared across database and file storage (1 GB = 1,000,000,000 bytes). At a manual billing check, usage above that is rounded up in 10 GB blocks at USD $5 per started allocation block per month, aligned with your subscription billing period; you do not need to use the entire additional block. For example, 22 GB means a 30 GB allocation and USD $5 for that monthly period. No storage surcharge is added to Stripe automatically. We notify the Workspace owner of the measured usage, period and proposed amount before any manual storage charge; existing Orders are unchanged unless separately agreed. Storage terms.
Subscription prices are per person, per month, in USD. Email allowances are per organisation per month, not per person. Hover any module to see what it does, and click to add or remove it. More than 25 people, more than 6 add-ons, or the Client Portal? That is what Enterprise is for.
Register your business
Get in the door while it’s still a small door.
CaptivaHQ is in closed beta with a small group of selected clients. Register and we stand up a workspace shaped to your operation — your modules, your fields, your vocabulary and your data — then you watch Atlas work it. Two short steps.
Personal email addresses welcome — we don’t block them.
The closest shape is pre-filled from the panel you were just reading.
A person from the CaptivaHQ team reaches out. Not a drip sequence.
Watch · 1 minute 22
What is CaptivaHQ
The short version: five systems that never talk to each other, the work that leaks between them, and the one platform that replaces the lot — shaped to your records and your vocabulary.
CaptivaHQ product overview — 1:22. Turn on sound, or use the player controls to pause, seek and go full screen.
One platform · thirty-one modules
Turn on the modules your business runs on. Nothing you don’t.
Every shape of business above maps onto a handful of these. Every module reads the same records, obeys the same permissions and is driven by the same AI — nothing is sold to you twice. Hover or tap any card to see what people actually do with it.
Shipping next
Coming soonField app — iOS & AndroidWork orders, hours and photos from wherever the work happens. Offline-first.
Coming soonClient PortalWhite-labeled collaboration, approvals and self-service — Enterprise only.
Atlas · the AI in every module
Meet Atlas, your virtual voice assistant
Atlas is not a chatbot bolted onto the side. It is integrated in every part of the system, and is always context aware to provide you with accurate results. It is able to perform just about any action.
Open a ticket
Price a quote from past orders
Update any record you describe
List what is overdue anywhere
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open a ticket for Kessler’s delayed order, and give me an estimate for their reorder based on the last three.”
Customer Service · new ticket
ReferenceCS-····CS-4512
CustomerKessler Outfitters
SubjectOrder #1187 delayed in transit
StatusOpen · SLA 4h
Ticket CS-4512 is open for Kessler. Here’s the reorder estimate, based on their last three orders.
Invoicing & Billing · estimate EST-0930
Product · 240 units$6,480
Freight$410
Estimate total$6,890
Based on orders SO-1102 · SO-1140 · SO-1187
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions about making it yours
How custom can it really get?
Custom in the ways that matter day to day: every record can carry your own fields and labels, workflows and automations follow your process, and the whole system is reachable through a full REST API and the MCP layer. What it is not is a blank canvas that needs a developer for every change. Where something truly has to be built, UTS scopes and builds it as a service.
Do we need developers to set it up?
No. Fields, labels, workflows and automations are configured without code, and the onboarding team does the mapping with you. Developers are only involved if you want deeper integrations, and then they work against a documented REST API and webhooks.
We already use QuickBooks. Do we have to give it up?
No. Keep QuickBooks for the books. CaptivaHQ runs the operation and hands invoice and payment data to your accounting through the automation module’s integration steps, webhooks and the REST API.
How long before we’re actually running on it?
Setup is measured in days, not quarters. CSV import is built into every module, and the onboarding team maps your customers, products, projects and open work onto CaptivaHQ. Most businesses start with one team and widen from there.
What happens to the data we already have?
It comes with you. Anything you can export to CSV imports, and the onboarding team maps your fields onto ours. Because labels are customizable the system adopts your vocabulary rather than the other way around. It stays your data throughout, and you can export it at any time.