Four practices, 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. Every step is tagged with the module that handles it — that connection is the whole point.
Worth saying plainly: this is not a custodian, a portfolio-accounting or trading system, or a loan-origination platform, and it carries no regulatory certification. It runs the client, the onboarding, the documents, the reviews and the invoice around them.
Wealth & Advisory
Households with many accounts, an annual review for every one, and service requests that cannot sit in an inbox.
How a job runs
1Prospect meetingCustomer Relations
2Onboarding documents collectedCSAT & Forms
3Advisory agreement signedContract Management
4Service requestCustomer Service
5Annual review heldScheduling
6Fee invoiceInvoicing & Billing
Modules you’d switch on
Customer Relations · in the core platform Households, relationships and every interaction on one record.
CSAT & Forms Onboarding questionnaires and forms that fill the client record.
Contract Management · in the core platform Advisory agreements, e-signed and versioned.
Customer Service Service requests with SLAs and a history per household.
Scheduling · in the core platform Annual reviews booked from real calendars.
Email & Meetings Capture · in the core platform Client email and meeting notes on the household, summarised.
The paperwork that has to exist
Advisory agreement
Client profile and risk questionnaire
Identity documents
Meeting notes
Service request record
6–12 records per household onboarding
Who’s in the system
Advisor Sees the household, its relationships, the last meeting and what is due next on one record.
Client service associate Works service requests in Customer Service and chases onboarding documents until the file is complete.
Operations Tracks agreements and account paperwork in Contract Management.
Firm principal Watches reviews held, requests open and revenue by advisor from Analytics & BI.
What Atlas does here
“Which households haven’t had a review in twelve months?” — Atlas lists them and books the meetings.
Accounting & Tax
A season that triples the workload, and every return blocked on one missing document.
How a job runs
1Engagement letterContract Management
2Document request sentCSAT & Forms
3Documents receivedKnowledge Base
4Prepare and reviewProject Management
5Client sign-offContract Management
6Invoice and collectInvoicing & Billing
Modules you’d switch on
Contract Management · in the core platform Engagement letters and authorizations, e-signed.
CSAT & Forms Document request checklists clients complete online.
Knowledge Base Source documents and workpapers, versioned and searchable.
Project Management Each engagement as prepare, review and deliver phases with time logged.
Invoicing & Billing Invoices on delivery and overdue statuses that roll automatically.
Analytics & BI · in the core platform Season throughput and bottlenecks, live.
The paperwork that has to exist
Engagement letter
Organizer / document checklist
Source documents
Review notes
Signed authorization
8–25 documents per return
Who’s in the system
Preparer Works returns as tasks in Project Management with every source document on the job.
Reviewer Sees what is ready for review and signs off in the same record.
Client coordinator Sends document requests and chases the missing ones until the checklist is complete.
Managing partner Watches throughput and what is blocked from Analytics & BI all season.
What Atlas does here
“Which returns are blocked on a missing client document?” — Atlas lists them and drafts the reminders.
Commercial Lending
A deal pipeline, a stack of borrower documents, and covenants to watch long after closing.
How a job runs
1Referral or inquiryDemand Generation
2Opportunity in the pipelineCustomer Relations
3Borrower documents collectedCSAT & Forms
4Credit memo preparedKnowledge Base
5ClosingContract Management
6Covenant reporting trackedCompliance Manager
Modules you’d switch on
Demand Generation · in the core platform Referrals and inquiries qualified and routed to a relationship manager.
Customer Relations · in the core platform The deal pipeline with borrowers, guarantors and referral sources.
CSAT & Forms Borrower document checklists completed online.
Knowledge Base Credit memos and borrower files, versioned and permissioned.
Contract Management · in the core platform Loan agreements and closing documents, e-signed.
Compliance Manager Covenant certificates and reporting deadlines as evidence with due dates.
The paperwork that has to exist
Loan application
Financial statements and tax returns
Credit memo
Loan agreement
Covenant compliance certificates
15–40 documents per deal
Who’s in the system
Relationship manager Works the pipeline in Customer Relations with Deal Coach flagging deals going quiet.
Credit analyst Prepares the credit memo from the borrower documents on the deal.
Loan operations Collects documents and tracks closing conditions until the file is complete.
Portfolio manager Watches covenant reporting due dates across the book.
What Atlas does here
Atlas lists every borrower whose covenant certificate is overdue and drafts the request.
Bookkeeping & Outsourced CFO
Dozens of clients on a monthly close, each one waiting on receipts from someone else.
How a job runs
1Client onboardedCustomer Relations
2Monthly close tasks createdAutomation & Integrations
3Receipts requestedCustomer Service
4Close completedProject Management
5Report deliveredAnalytics & BI
6Monthly fee billedInvoicing & Billing
Modules you’d switch on
Customer Relations · in the core platform Every client with contacts, service scope and history.
Automation & Integrations · in the core platform Monthly close tasks created on schedule for every client.
Customer Service Client requests and missing-item chases as tickets.
Project Management Each month’s close as a checklist with owners and dates.
Analytics & BI · in the core platform Close status and client reporting dashboards.
Invoicing & Billing Recurring monthly fees billed on their own.
The paperwork that has to exist
Service agreement
Monthly close checklist
Client receipts and statements
Monthly financial package
4–10 records per client per month
Who’s in the system
Bookkeeper Works each client’s monthly close as a checklist, with the requests for missing items tracked.
Client manager Answers client questions from Customer Service with the history on the ticket.
Fractional CFO Delivers the monthly package and the conversation that goes with it.
Firm owner Watches close status across every client and recurring revenue from one screen.
What Atlas does here
“Which clients’ closes are late because of missing receipts?” — Atlas lists them and chases the receipts.
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.
16 core modules are in every plan
These are the platform itself, not a bolt-on. They come with Essentials, 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 InventoryEmployeesScheduling
We walk your process first, then quote. No obligation.
All 31 modules — no cap
The 16 core modules plus all 15 add-ons, with nothing held back — including the Client Portal, which is Enterprise only.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployeesSchedulingProject ManagementWork Orders & Field DispatchInventory & WarehouseInvoicing & BillingCustomer ServiceKnowledge BaseCompliance ManagerClient Portal SoonMarketingCSAT & FormsContent & LearningProcurement & PurchasingShippingWebsite MonitoringCompetitor Monitoring
Everything in Professional
Any number of people, beyond 25
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
Prices are per person, per month, in USD. Hover any module to see what it does, and click to add or remove it. More than 25 people, more than 10 add-ons, or the Client Portal? That is what Enterprise is for.
Register your firm
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 with your practice’s modules, your vocabulary, your clients and your open work — then you watch Atlas work it. Two short steps.
Personal email addresses welcome — we don’t block them.
Your practice 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 — onboarding to invoice, with the documents on the client.
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 practice runs on. Nothing you don’t.
Every practice 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 client service ticket
Chase missing onboarding documents
Prepare a review agenda
List clients due for their annual review
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open a ticket for the Nguyens’ address change, and give me an estimate for their annual planning engagement based on last year.”
Customer Service · new ticket
ReferenceCS-····CS-4406
CustomerNguyen household
SubjectAddress change and annual review
StatusOpen · SLA 4h
Ticket CS-4406 is open for the Nguyens. Here’s the engagement estimate, based on last year’s work.
Invoicing & Billing · estimate EST-0688
Annual planning engagement$2,400
Tax projection update$450
Estimate total$2,850
Based on engagement E-2025-114
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions from the firm
Does it replace our custodian, portfolio or lending system?
No. CaptivaHQ is not a custodian, portfolio-accounting, trading or loan-origination system. It runs everything around them — the client record, onboarding, document collection, reviews, service requests and billing — and can exchange data with those systems through webhooks and a full REST API.
Is it certified for our regulator?
CaptivaHQ makes no regulatory-certification claim. What it gives you is the record: every client email and meeting on the client, every document versioned, every change logged, and retention dates the system watches. How that record fits your obligations is a conversation for your compliance lead, and we are glad to have it with them.
We already use QuickBooks. Do we have to give it up?
No. Keep QuickBooks for the books. CaptivaHQ runs the client work 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. Fields and labels are customizable without code, CSV import is built into every module, and the onboarding team maps your households or business clients, contacts and open work onto CaptivaHQ. Most firms start with onboarding and service requests and widen from there.
What happens to the data we already have?
It comes with you. Clients, contacts, relationships and open work import from CSV, which is what Redtail, Wealthbox, Karbon, Salesforce and a spreadsheet all export. The onboarding team maps your fields onto ours, and 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.