Four kinds of operation, 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 POS, a hotel PMS or a reservation system. Keep them. CaptivaHQ runs the purchasing, the stock, the repairs, the events, the staff and the guest follow-up around them.
Restaurant Groups
Several kitchens, one set of suppliers, and margins decided by what gets ordered and what gets thrown away.
How a job runs
1Par levels checkedInventory & Warehouse
2Order to the supplierProcurement & Purchasing
3Delivery receivedInventory & Warehouse
4Invoice matchedInvoicing & Billing
5Equipment issueCustomer Service
6Repair dispatchedWork Orders & Field Dispatch
Modules you’d switch on
Inventory & Warehouse Stock and par levels by location.
Procurement & Purchasing Supplier orders with approvals, matched to receipts.
Invoicing & Billing Supplier invoices reconciled; accounting data handed across.
Customer Service Equipment and facility issues as tickets.
Work Orders & Field Dispatch Repair work orders to vendors and staff.
Compliance Manager Inspection reports and staff certificates with expiries watched.
The paperwork that has to exist
Supplier orders and invoices
Inventory counts
Health inspection reports
Equipment service records
Staff food-safety certificates
10–20 records per location per week
Who’s in the system
Operations director Sees spend, stock and open repairs across every location from Analytics & BI.
Kitchen managers Count stock and order against par in Inventory & Warehouse.
Purchasing Approves orders and matches supplier invoices in Procurement & Purchasing.
Facilities Dispatches repairs to the right vendor with the equipment history on the ticket.
What Atlas does here
“Which location’s food cost jumped this week?” — Atlas answers from orders and counts, not a guess.
Independent Hotels
Rooms that must be ready, equipment that must work, and a guest who remembers the one thing that went wrong.
How a job runs
1Guest reports an issueCustomer Service
2Maintenance dispatchedWork Orders & Field Dispatch
3Room back in serviceWork Orders & Field Dispatch
4Preventive maintenanceScheduling
5Guest follow-up surveyCSAT & Forms
Modules you’d switch on
Customer Service Guest and staff issues as tickets with the room on them.
Work Orders & Field Dispatch Maintenance work orders with photos and sign-off.
Scheduling Preventive maintenance and inspections on one calendar.
Asset Inventory · in the core platform Rooms and equipment with service history.
CSAT & Forms Post-stay surveys routed to the right person.
Contract Management · in the core platform Vendor service agreements with renewals watched.
The paperwork that has to exist
Maintenance work orders
Fire and life-safety inspections
Vendor service contracts
Guest feedback record
2–5 records per work order
Who’s in the system
General manager Watches rooms out of service, open work and guest scores from one screen.
Chief engineer Runs reactive and preventive work orders with each room’s history.
Front desk Logs guest issues as tickets so nothing depends on a sticky note.
Guest relations Follows up on low scores before the review goes online.
What Atlas does here
“Which rooms have had the same issue twice this month?” — Atlas lists them for the engineer.
Event Venues
An enquiry, a proposal, a contract and a hundred details between the deposit and the day.
How a job runs
1Event enquiryDemand Generation
2Proposal builtPre-Sales & CPQ
3Contract and depositContract Management
4Event planProject Management
5Final invoiceInvoicing & Billing
6Post-event surveyCSAT & 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 Proposals built from your packages and priced consistently.
Contract Management · in the core platform Event contracts e-signed with deposit terms.
Project Management Every event as a plan with owners and dates.
Invoicing & Billing Deposits, balances and final invoices.
CSAT & Forms Post-event surveys and referrals.
The paperwork that has to exist
Event proposal
Signed contract
Banquet event order
Vendor certificates of insurance
Final invoice
5–12 records per event
Who’s in the system
Sales manager Works enquiries and builds proposals from your packages.
Event coordinator Runs each event as a project with every detail on a task.
Operations Sees the week’s events and what each needs.
Accounting Tracks deposits, balances and final invoices.
What Atlas does here
Atlas drafts a proposal from the enquiry, priced from similar past events.
Catering
Every order is a small project: menu, headcount, ingredients, staff and a van that must leave on time.
How a job runs
1Order enquiryDemand Generation
2Quote from the menuPre-Sales & CPQ
3Order confirmedContract Management
4Ingredients orderedProcurement & Purchasing
5Staff scheduledScheduling
6InvoiceInvoicing & Billing
Modules you’d switch on
Demand Generation · in the core platform Order enquiries captured and followed up.
Pre-Sales & CPQ · in the core platform Quotes from your menu catalog.
Contract Management · in the core platform Order confirmations and terms, e-signed.
Procurement & Purchasing Ingredient and supply orders from confirmed menus.
Scheduling Staff and vehicles against real availability.
Invoicing & Billing Invoices and deposits per order.
The paperwork that has to exist
Quote and order confirmation
Menu and headcount sheet
Supplier orders
Delivery checklist
4–8 records per order
Who’s in the system
Sales Quotes from the menu catalog and confirms the order.
Chef Sees the week’s orders and what to buy.
Operations Schedules staff and vehicles against real availability.
Owner Watches margin by order from Analytics & BI.
What Atlas does here
“What do we need to order for this week’s events?” — Atlas totals it from the confirmed menus.
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 company
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 operation’s modules, your vocabulary, your locations and your suppliers — then you watch Atlas work it. Two short steps.
Personal email addresses welcome — plenty of operators run on Gmail.
Your operation 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 — supplier order to guest follow-up, across every location.
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 operation runs on. Nothing you don’t.
Every operation 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 maintenance ticket
Reorder from a supplier
Price an event from past ones
List what is below par at each location
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open a ticket for the walk-in cooler at the Marina location, and give me an estimate based on the last refrigeration call.”
Customer Service · new ticket
ReferenceCS-····CS-2987
CustomerHarborline · Marina location
SubjectWalk-in cooler not holding temperature
StatusOpen · SLA 4h
Ticket CS-2987 is open for Marina. Here’s the estimate, based on the last refrigeration call there.
Invoicing & Billing · estimate EST-0764
Refrigeration tech · 3 h$435
Parts · condenser fan motor$310
Estimate total$745
Based on work order WO-2210
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions from the back office
Does it replace our POS or PMS?
No. CaptivaHQ is not a POS, a hotel PMS or a reservation or channel manager. It runs the operation around them — purchasing, inventory, maintenance, events, staff and guest follow-up — and can receive data from them through webhooks and a full REST API.
Can it handle purchasing across several locations?
Yes. Each location keeps its own stock and par levels in Inventory & Warehouse, orders go through Procurement & Purchasing with approvals, and supplier invoices are matched to what was actually received. Spend by location and supplier is a dashboard rather than a month-end spreadsheet.
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. Fields and labels are customizable without code, CSV import is built into every module, and the onboarding team maps your locations, suppliers, items and open work onto CaptivaHQ. Most groups start with purchasing or maintenance at one location and widen from there.
What happens to the data we already have?
It comes with you. Locations, suppliers, items, events and contacts import from CSV, which is what nearly every tool and spreadsheet exports. 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.