Version
Three copies of the same file.
Nobody knows which figure is right.
Beyond spreadsheets
The same business.
A different day.
The same enquiries, the same quotes, the same appointments. Drag the divider to see what changes when information is connected.
Explore our demo business workspace. Open the dashboard
tracking_final_v7.xlsxModified by…?
ABCD
1ClientAmountStatusOwner
2Atelier Martin2 400 €To follow upLouise
3Atelier Martin2 800 €Paid?Nicolas
4Maison Rivière#REF!in progress
5Studio Alba1 800 €to checkLouise
6TOTAL#N/A
Client tracking Copy (2)Final_archive
THE SWITCH
Clients, conversations, quotes and calendar, in one place.
Your files and your emails. Then a record that brings them together.
And Kap, to prepare the next step from that context.
client_tracking_v7_FINAL(2).xlsx[Compatibility Mode]Sophie D. · modified 3 weeks ago · 4 copies in circulation
Calibri11BIU≡≣≡General%,00Conditional FormattingSort and Filter
C6fx=VLOOKUP(A6,'Backup (2)'!A:D,3,FALSE)
| A | B | C | D | E | F | N | O | |
|---|---|---|---|---|---|---|---|---|
| 1 | Client | Amount | Date | Status | Follow-up | Notes | ||
| 2 | Girbal Peinture | 4 200 | 12/03 | paid | ||||
| 3 | NTD Nettoyage | 2 850,00 € | 2024-03-18 | Pending | check with JM | |||
| 4 | Castet | #REF! | 18 March | yes | tel. 06… | |||
| 5 | Alconform | 1900 | 21/03/24 | in progress | YES | quote v3? | ||
| 6 | Castet | 1 400 | 18/03 | chased | 2 | duplicate L4 | ||
| 7 | L'Appartement | #N/A | ??? | |||||
| 8 | BLM Consult | 3100 | March | paid | ||||
| 9 | ||||||||
| 10 | Marina T. | 980 | 03/04 | paid | lost invoice | |||
| 11 | Bohème Prod | 5 400 | 07/04 | On Hold | 1 | |||
| 12 | TOTAL | #VALUE! | =SUM(B2:B11) | |||||
| 13 | (columns G to M hidden) | |||||||
| 14 | ||||||||
Sheet1Sheet2BackupBackup (2)do_not_touch2023 (old)+
ReadyAverage: #DIV/0!Count: 47Shared: 3 unmerged changes100 %
Swipe the screen to explore the mock-up. Try the interactive demo
Inbox · scattered context
RE: quote · “The latest version is attached.”
Meeting · “Actually, Thursday morning is better.”
FW: plan · “Can you send it to the team again?”
The cockpit is loading. Explore the demo.
Explore the records and their linked documents.
Home · Clients · Quotes · Finance · CalendarThe cockpit is loading. Explore the demo.
Open Kap to get an overview and prepare a reminder.
Sound familiar?
The problem starts
between the cells.
Handover
The rules live in one person’s head.
Continuity depends on one person.
Reliability
Changes that are hard to trace.
Errors are spotted too late.
Time
Figures to rebuild every month.
Management waits for data re-entry.
The path to a shared tool
Five steps.
A clear transition.
Explore each step to understand what changes and what you get.
Map before you replace.
We start from the daily work: who enters what, who approves, where corrections happen, which exceptions derail the process.
OutcomeA map of the rules and friction points.
01Observe the real rules
02Give the data a home
03Build the first scope
04Bring over the history
05Roll out gradually
One piece of data. One shared definition.
Clients, records, products, jobs: each piece of information has a name, a relationship and a person responsible. Duplicates become visible.
OutcomeA data model your team can understand.
✓Observe the real rules
02Give the data a home
03Build the first scope
04Bring over the history
05Roll out gradually
Start where it changes the working day.
A coherent workflow becomes usable and testable. The people who will work with the tool take part in the feedback.
OutcomeA first business workflow, from start to finish.
✓Observe the real rules
✓Give the data a home
03Build the first scope
04Bring over the history
05Roll out gradually
Migrate, then check.
The useful data is brought over. Totals, reconciliations and special cases are checked before go-live.
OutcomeHistory brought over and documented checks.
✓Observe the real rules
✓Give the data a home
✓Build the first scope
04Bring over the history
05Roll out gradually
Make the switch, together.
The team is trained, access is opened and the file becomes read-only. A transition period helps new habits settle in.
OutcomeA trained team, a usable tool and the old file kept as an archive.
✓Observe the real rules
✓Give the data a home
✓Build the first scope
✓Bring over the history
05Roll out gradually
What changes day to day
The same business.
A different way
of working.
The rules and the data leave the file and become a tool your team can genuinely share.
TodayWith your tool
One client across several files
One shared client record
Rules passed on by word of mouth
Explicit steps and permissions
Changes with no history
Dated, assigned actions
Reporting to rebuild
Views and exports built on the data
Project-based budget
A budget tied
to the work to be done.
€6,000 to €12,000 excl. VAT
An indicative guide for a first management scope. The quote may exceed this range depending on the modules, the data and the integrations.
The budget depends on the workflows to build, the data to bring over and the integrations required. We separate the first scope, possible future developments and running costs.
Tell us about your projectItems to detail in the quote
01
Capture the real rules, including special cases handled manually.
02
Bring over the history with a consistency check.
03
Roll out gradually, keeping the file read-only during the transition.
One enquiry.
The whole thread of its record.
A tool proves its value in the handoffs between two tasks. Explore what happens to the email, the quote and the appointment.
Record · Example
An enquiry finds its place.
Email receivedNeed and contact details identifiedLinked
RecordConversation attached to the clientLinked
Next stepInformation to completeTo follow up
Record · Example
Information follows the work.
ClientContact details carried overLinked
QuoteServices to checkTo follow up
DocumentsDocuments in one placeLinked
Record · Example
The next step becomes visible.
JobSlot to be confirmedTo follow up
TeamOwner identifiedLinked
CalendarReminder linked to the recordLinked
An example of a possible workflow, to adapt to the rules and tools of your business.
See the difference
From scattered files
to a connected agent.
Explore the small front-desk business software: clients, quotes, finance, calendar and Kap in a single demo environment.
Take a tour of the demoYour tools. One connection point.
Zapier
Microsoft Excel
Airtable
Stripe
n8n
Google Calendar
Notion
HubSpot
Salesforce
Pipedrive
Slack
Gmail
Google Drive
Dropbox
Shopify
WooCommerce
QuickBooks
Brevo
Mailchimp
Trello
AsanaProject · Parenthèse, urban spa
Parenthèse: discover the venue
before you visit.
Discover Parenthèse’s public website, designed around the venue and its treatments. The management screens on this page illustrate possible uses; they are not screenshots of this client’s software.
The preview shows the spa’s public website.
Visit the website
What comes next starts with a conversation
Let’s start from a record
you know well.
A quote, an enquiry received by email or the week’s schedule: let’s look together at the steps to simplify.
Tell us about your project