Four kinds of portfolio, five questions each: how a request 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 rent ledger or a trust-accounting system. Keep yours. CaptivaHQ runs everything around it — the requests, the vendors, the owners, the boards and the paperwork — and hands the numbers across.
Residential & Multifamily
Maintenance requests all day, a vendor bench to keep honest, and owners who want to know what their money bought.
How a job runs
1Resident reports an issueCustomer Service
2Triage and approveCustomer Service
3Dispatch the vendorWork Orders & Field Dispatch
4Work done, photos inWork Orders & Field Dispatch
5Vendor invoice matchedProcurement & Purchasing
6Bill back to the ownerInvoicing & Billing
7Owner sees the reportAnalytics & BI
Modules you’d switch on
Customer Service Every request becomes a ticket with the unit, the resident and the urgency on it. After-hours emergencies queue with an SLA so the flood never waits behind a squeaky door.
Work Orders & Field Dispatch Dispatch to the right vendor for the trade and the property, with access notes and required photos on the work order.
Procurement & Purchasing Vendor quotes and invoices matched to the work order that caused them, with approval thresholds per owner.
Compliance Manager Vendor certificates of insurance, licenses and W-9s stored against the vendor, with expiries flagged before the next dispatch.
Invoicing & Billing Bill-backs and owner charges drafted from the completed work order. The ledger itself stays in your accounting system.
Analytics & BI · in the core platform Spend by property, response times and open work by vendor — the owner report is a dashboard, not a month-end compile.
The paperwork that has to exist
Maintenance request and approval
Vendor certificate of insurance
Vendor W-9 and agreement
Move-in / move-out inspection
Owner approval above the spend limit
Work order photos
3–6 records per work order
Who’s in the system
Maintenance coordinator Works the request queue in Customer Service, approves or escalates against the owner’s spend limit, and dispatches from Work Orders & Field Dispatch to the vendor whose insurance is current.
Vendors Get the work order with the unit, the access notes and the photos required. Their invoice arrives against the order it belongs to, not in a shared inbox.
Property manager Sees every open request, every overdue work order and every property’s spend from Analytics & BI, and answers the owner’s question before it is asked.
Accounts payable Matches vendor invoices to completed work orders in Procurement & Purchasing and passes the approved total to the ledger system through the API.
What Atlas does here
“Which work orders are waiting on a vendor for more than five days?” — Atlas lists them and drafts the chase.
HOA & Condo Associations
A volunteer board, a set of governing documents, and every homeowner request that has to follow them.
How a job runs
1Homeowner submits a requestCustomer Service
2Checked against the documentsKnowledge Base
3Board review and voteProject Management
4Decision letter sentEmail & Meetings Capture
5Common-area work orderedWork Orders & Field Dispatch
6Record kept for the fileCompliance Manager
Modules you’d switch on
Customer Service Homeowner requests, violations and common-area issues as tickets with the lot and the history on them.
Knowledge Base The CC&Rs, bylaws, rules and past decisions, searchable with AI — the answer comes with the clause it came from.
Project Management Board reviews, votes and common-area projects as tracked phases, so a decision has a date, an owner and a record.
Contract Management · in the core platform Common-area vendor contracts with renewals and scope on the record, e-signed and versioned.
Email & Meetings Capture · in the core platform Board and homeowner email lands on the right record, summarised, with the follow-up already created.
Compliance Manager Minutes, notices, hearing records and insurance certificates kept as evidence with the dates the system watches.
The paperwork that has to exist
Architectural review application
Violation notice and hearing record
Board meeting minutes
Vendor contracts for common areas
Reserve study
Insurance certificates for the association
4–8 records per board decision
Who’s in the system
Community manager Runs each association from Customer Service and Project Management: requests, violations, the next board meeting’s agenda and the decisions that come out of it.
Board members See what needs their vote, the documents behind it and the history of similar requests — without a stack of forwarded emails.
Homeowners Submit an architectural request or report a common-area issue and get a reference number and a status, not silence.
Contract admin Keeps landscaping, pool, security and other common-area contracts in Contract Management, with renewal dates the system watches.
What Atlas does here
“What did the board decide on fence requests last year?” — Atlas pulls the decisions and the CC&R clause behind them.
Commercial Property
Tenants with leases that say who pays for what, and building systems that must never surprise you.
How a job runs
1Tenant requestCustomer Service
2Check the lease responsibilityContract Management
3Work order to building engineer or vendorWork Orders & Field Dispatch
4Preventive maintenance scheduleScheduling
5Charge back where the lease allowsInvoicing & Billing
6Report to ownershipAnalytics & BI
Modules you’d switch on
Customer Service Tenant requests with the suite, the lease and the SLA on the ticket.
Contract Management · in the core platform Leases and vendor agreements with the responsibilities, renewals and options that matter to day-to-day operations.
Work Orders & Field Dispatch Reactive and preventive work orders for engineers and vendors, with the building system on the record.
Scheduling · in the core platform Preventive maintenance and inspection calendars built from each system’s interval.
Invoicing & Billing Charge-backs drafted from the completed work where the lease allows it.
Analytics & BI · in the core platform Service levels, spend and open work by building and by tenant.
The paperwork that has to exist
Lease abstract and responsibility matrix
Tenant certificate of insurance
Vendor service agreement
Preventive maintenance log
Fire and life-safety inspection report
3–7 records per building system per year
Who’s in the system
Building engineer Works reactive and preventive work orders from the phone, with each building system’s history on the record.
Property manager Answers tenants from Customer Service, checks what the lease says in Contract Management, and approves the charge-back before it is billed.
Tenant coordinator Tracks tenant certificates of insurance and move-in requirements, flagged before they lapse.
Asset manager Reads spend, open work and service levels by building from Analytics & BI.
What Atlas does here
Atlas flags every tenant certificate of insurance that lapses in the next thirty days and drafts the request.
Short-Term & Vacation Rentals
A turnover between every stay, and a cleaning or repair that has to be finished before the next check-in.
How a job runs
1Guest checks outScheduling
2Turnover cleaning dispatchedWork Orders & Field Dispatch
3Inspection with photosWork Orders & Field Dispatch
4Damage or repair ticketCustomer Service
5Supplies restockedInventory & Warehouse
6Owner statementInvoicing & Billing
Modules you’d switch on
Scheduling · in the core platform Checkouts, turnovers and inspections on one calendar with real crew capacity.
Work Orders & Field Dispatch Turnover and repair work orders with checklists and required photos.
Customer Service Guest-reported issues and damage as tickets with the stay and the property on them.
Inventory & Warehouse Linens and supplies by property, with restock levels the system watches.
Contract Management · in the core platform Owner management agreements with terms and renewals on the record.
Invoicing & Billing Owner statements and charges drafted from the work that was done.
The paperwork that has to exist
Turnover checklist with photos
Damage report
Local short-term rental permit
Owner management agreement
Supply restock log
2–5 records per turnover
Who’s in the system
Operations manager Sees every checkout, every turnover and every open repair across the portfolio on one calendar.
Cleaners and inspectors Run the turnover checklist on the phone and leave the photos on the property record.
Maintenance Pick up damage and repair tickets with the photos already attached and the next check-in time on the ticket.
Owner relations Keep owner agreements in Contract Management and send statements that show what was done, not just what it cost.
What Atlas does here
“Which properties have a check-in tomorrow and a turnover not yet signed off?” — Atlas answers from live data.
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 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 portfolio’s modules, your vocabulary, your properties and your open work orders — then you watch Atlas work it. Two short steps.
Personal email addresses welcome — we know plenty of managers work from Gmail.
Your portfolio type 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 — request to invoice, with the vendor’s paperwork attached.
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 portfolio runs on. Nothing you don’t.
Every portfolio type 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
Dispatch a vendor
Pull a vendor’s insurance certificate
List the violations still open
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open a ticket for the leak in 4B, and get me a quote from our usual plumber.”
Customer Service · new ticket
ReferenceCS-····CS-3118
CustomerBayview Residential · Unit 4B
SubjectLeak under kitchen sink
StatusOpen · SLA 4h
Ticket CS-3118 is open for unit 4B. Here’s the estimate, priced from the plumber’s last three jobs in the building.
Invoicing & Billing · estimate EST-0922
Plumbing labor · 2 h$290
Parts · trap and supply lines$85
Estimate total$375
Based on work orders WO-771 · WO-802 · WO-845
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions from the management office
We already run AppFolio or Buildium. Do we have to give it up?
No. Keep it for rent, the ledger and trust accounting. CaptivaHQ runs the operation around it — requests, work orders, vendors, owner and board communication, compliance records — and hands data across through webhooks, the automation module’s integration steps and a full REST API. Your accounting keeps working the way it does today.
Can it keep our vendors’ insurance and licenses current?
Yes, as records against the vendor. Certificates of insurance, W-9s, licenses and signed agreements are stored on the vendor with the expiry dates the system watches, so a vendor with a lapsed certificate is flagged before a work order goes to them rather than after something goes wrong on site.
Does it work for HOA and condo boards, not just rentals?
Yes. Boards, meetings, votes, architectural requests and violations run as records and workflows, with the governing documents in the knowledge base so the answer to “what do the CC&Rs say about fences” is a search, not a binder. It is not a pre-built association-law framework; the workflows follow your documents and your state’s rules as you configure them.
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 properties, units, owners, vendors and open work orders onto CaptivaHQ. Most companies start with maintenance requests on one portfolio and widen from there.
What happens to the data we already have?
It comes with you. Properties, units, owners, vendors and open work orders import from CSV, which is what AppFolio, Buildium, Yardi 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.