The AppVentory Multi-Business Version simplifies tech advisory with seamless onboarding, customizable features, and instant engagement through preloaded demo data. Tailor AppStacks to meet unique client needs, manage subscriptions effortlessly, and gain real-time insights into client app usage and opportunities. Designed for efficiency and profitability, this version empowers businesses to streamline operations, enhance client outcomes, and unlock new growth potential.

Signing up

Getting started with AppVentory is easy and offers two convenient sign-up options.

Let's begin by signing  up for an account. Follow these steps to create your account:

Option 1: Sign Up with Google Credentials

1. Click Sign Up and select the Google Sign-In/Sign-Up option.

2. Log in using your Google account.

3. Enter the following details:

• Organization Name

• Base Currency: Choose your preferred currency for all transactions.

⚠️ Note: The base currency cannot be changed after registration. Ensure you select the correct currency.

4. Click Continue to complete the sign-up process.

Option 2: Sign Up with Work Email

1. Click Sign Up and choose the Work Email option.

2. Enter the following details:

• First Name and Last Name
• Company Name
• Password: Create a secure password for your account.

3. To ensure the security and validity of your account, an OTP (One-Time Password) will be sent to your registered email address:

• Check your email inbox for the OTP.
• Enter the OTP in the verification field on the platform.
• Click Verify OTP to complete the email verification process.

4. Select your Base Currency for transactions.

⚠️ Note: The base currency cannot be changed after registration. Ensure you select the correct currency.

5. Click Continue to complete your registration.

The intuitive and user-friendly design ensures a smooth onboarding experience, whether you’re a first-time user or returning to the platform.

Test Mode Overview

Test Mode offers users a risk-free environment to explore the platform's features using pre-populated demo data. This functionality is ideal for new users, allowing them to familiarize themselves with the system without impacting their actual account data. Users can easily switch between Test Mode and normal mode, ensuring seamless transitions. For those who no longer need Test Mode, the platform allows permanent deletion of demo data, but with a clear warning that this action is irreversible. Robust demo data management ensures that the process remains simple and efficient, empowering users to fully understand and utilize the platform’s capabilities before moving to live operations.

Getting Started

The Getting Started tab is designed to help you begin using AppVentory quickly and easily. It guides you through four simple steps: setting up your business profile with essential details, branding, and domain; creating a list of approved and recommended apps; building your first app stack to share with clients; and adding or importing your clients to start providing advisory services. This tab simplifies the onboarding process for tech advisors and business owners, ensuring a smooth transition into the platform. By following these steps, you can explore AppVentory’s features, start benefiting from its tools faster, and encourage long-term user engagement.

Settings

General Settings

Account Info

The Account Info tab is your central hub for managing personal details. Here, you can update your profile image (supports PNG, JPEG, or GIF under 10MB), edit your first and last name, and view your registered email address. 

The tab also provides options to sign out of your account securely or permanently delete your account. 

⚠️ Note: Deleting your account will erase all associated data and cannot be undone.

Notifications

The Notification tab allows you to stay updated on important events, both when you're online and offline. 

Push Notifications provide real-time in-app alerts, keeping you informed about integration completion and status, client onboarding updates, app stack assignments, app recommendations, new app discoveries, sub-user additions or invites, manual import statuses for apps or transactions, internal survey updates, and approved app additions or changes. Additionally, it will notify you of updates on opportunity identifications. 

Email Notifications are sent when you're offline and can be turned off at any time. These include notifications about client uploads, such as apps, transactions, and users.         

Security

The Security tab provides several features to enhance the safety and privacy of your account. Under Change Password, you can update your password by entering your current password, followed by a new one, and confirming the new password. 

To further protect your account, enable Two-Factor Authentication, which adds an extra layer of security during login. 

In the Login Activities section, you can select the first month of your financial year for tracking purposes. 

Additionally, the Data Privacy section allows you to select the first month of your financial year to help manage your data privacy preferences effectively.

User Logs

The User Logs tab provides a detailed overview of user activity, including the user's name, actions performed, email address, browser used, and the timestamp of each event. This log serves as a critical tool to enhance security through comprehensive audit trails, ensuring all actions are tracked and monitored. 

Business Settings

The Business Settings tab provides essential tools for managing your organization's online presence and operational setup. It includes the Business Profile, where key company details and information are maintained; Branding, which allows customization of visual elements like logos and themes to align with your brand identity; and Domain Setup, enabling the configuration and integration of domains for seamless communication and professional representation.

Business Profile

Business Info

The Business Info section allows you to manage and update key details about your company. Start by uploading a profile image to represent your business. We support PNG, JPEG, and GIF formats under 10MB. Ensure the image is professional and aligns with your brand identity. Update your basic details, including the Company Name and Company Email, to maintain accurate records.

In the Contact Details section, enter your business address, including Address Line 1 and optional Address Line 2, along with the Country, State, City, and ZIP Code. This ensures all correspondence and documents are directed to the correct location. Additionally, select your appropriate Time Zone to keep all records and timestamps accurate.

Once all changes are made, click Save Changes to ensure your updates are applied successfully.

Set Fiscal Year

The Fiscal Year settings are critical for budgeting and financial planning. Begin by selecting the start month of your financial year under Start Month. Keep in mind that once this is set, it cannot be changed. All financial budgets and reports will align with the selected fiscal year.

Branding

The Branding tab allows you to customize and align your business's visual identity across communications and platforms. Start by uploading your Business Logo to ensure consistent branding. Choose your Primary Brand Color to reflect your company's theme and create a cohesive look. Select your Primary Brand Fonts to maintain uniformity in your messaging. Additionally, use the Templates section to customize your email templates, ensuring all outgoing communications are professional and aligned with your brand guidelines.

Domain Setup

The Sending Domain tab allows you to use your own domain as the sender address to enhance email deliverability and maintain a professional appearance. To get started, add your domain to the system and verify ownership to ensure secure usage. Once connected, this domain will serve as the default for sending emails through the platform. Typically, your domain corresponds to your company’s website. By connecting your domain to Coachbar.io, you can start sending emails seamlessly while Coachbar.io manages the sending process and data securely. Simply enter your Domain Name to complete the setup.

Client Settings

The Client Settings section focuses on streamlining client communication and ensuring a smooth onboarding experience. It includes features like Onboarding Reminder, which sends email notifications to clients who haven’t completed their onboarding process. You can customize the Days Between Reminders to define the interval between follow-ups and set a limit on the Maximum Reminders sent. 

Additionally, the Client Emails feature allows you to manage the default emails clients will receive, such as Client Invites for account creation and Onboarding Guide Emails, which provide step-by-step instructions to assist clients through the onboarding process.

App Settings

The App Settings tab is designed to streamline app management, enabling tech advisers to strategically recommend, approve, and bundle applications. It provides two main types of app classifications: Approved Apps and Recommended Apps.

Recommended Apps

Recommended Apps, on the other hand, are suggestions based on general industry knowledge or positive client feedback. While you recommend these apps, you do not specialize in their implementation or provide direct support for them. For instance, you might recommend an inventory management app without offering implementation services. This distinction helps clarify the level of involvement your business offers for each app.

Approved Apps

Approved Apps are those that you, as a tech adviser, have thoroughly vetted and actively promoted. These apps are typically associated with financial benefits, such as referral opportunities or margin potential, making them a strategic part of your advisory offerings. By approving these apps, you signal confidence in their quality and relevance to your clients’ needs. The Approved Apps section also enables the creation of Appstacks, curated collections of apps designed for specific client needs.

Key Features 

Users can easily add apps to either the Recommended or Approved Apps sections using the Add New App button.

Additionally, there’s an option to move apps from the Recommended Apps section to the Approved Apps section by selecting the desired apps and using the Move to Approved button. This flexibility allows you to adapt your app portfolio as your preferences or business relationships evolve.

When clicking on an app, users can customize several details, such as:

• Monthly Support Charge 
• Implementation Charge 
• Preferred Payer (e.g., Pay and on-charge client, Pay and include, Client pays)
• Average Margin Per Month

These fields enable precise financial and operational tracking for each app.

Creating Appstacks

The Approved Apps section offers the functionality to create Appstacks, which are tailored bundles of apps for specific business scenarios. To create an Appstack, users can select multiple apps and click the Create Appstack button. This opens a dedicated page with two tabs: App Details and Appstack Details.

1. App Details Tab:

Here, users can add and configure specific apps included in the Appstack by filling in details such as support and implementation charges, margin per month, and recommendation levels (Required, Suggested, or Encouraged). Once completed, users can proceed by clicking the Save and Next button.

2. Appstack Details Tab:

This section allows further customization of the Appstack with fields such as:

• Appstack Title
• Annual Turnover or Number of Employees (criteria for recommending the Appstack)
• Tags and Tag Colors for better categorization
• One-Time Implementation Charge
• Monthly Support Fee

Users can also choose to make this the default Appstack, which will automatically apply to all future clients unless replaced.

Users & Roles

The User & Roles tab is a centralized hub for managing team access, roles, and permissions within the system. This feature allows administrators to invite new team members, define their roles, and control their access to various modules.

Adding New Users

To add a new user, click the Invite Member button and fill in the required fields:

• First Name
• Last Name
• Email
• User Role (Principal Owner, Admin, or Member)

Once the invitation is sent, it remains active for 72 hours, during which the invited user must accept to join.

Editing User Information & Resend the invitation

User details can be modified later using the Edit button located at the end of each user's row in the user list.

If an invitation expires, you can easily Resend the Invitation to give the user another opportunity to join.

Role Definitions and Permissions

1. Principal Owner
   The Principal Owner holds the highest authority with unrestricted access to all modules, including sensitive areas like Subscription and User & Roles. This role is suited for the primary business owner or head decision-maker.
2. Admin
   Admins have broad access to manage all key functions, such as Clients, Appstack, General Settings, Business Settings, Client Settings, and App Settings. However, they do not have visibility into the Subscription tab, and their authority in User & Roles is limited to managing roles below the Principal Owner.
3. Member
   Members have restricted access, allowing them to focus on operational tasks. They can manage Clients, Appstack, General Settings, and App Settings but do not have access to Business Settings, Client Settings, User & Roles, or the Subscription tab. This role is ideal for team members with limited administrative responsibilities.

Module Access Overview

Subscription

App Stacks

Manage App Stacks

The App Stacks tab is designed to help tech advisors create, customize, and manage collections of apps tailored to meet the specific needs of various industries and business scales. By crafting App Stacks, advisors can offer precise and impactful solutions that align with client expectations and requirements.

Structure of the App Stacks Tab

The App Stacks tab contains two sub-tabs:

1. Managed App Stacks: This section allows you to design and oversee your custom App Stacks.
2. Approved Apps: This section includes apps that have been vetted and approved for inclusion in your App Stacks. Refer to this link for detailed instructions on managing approved apps.

Under the Managed App Stacks sub-tab, Creating an App Stack offers flexibility to customize app bundles either from scratch or by utilizing pre-designed templates, making it easier to cater to specific business needs. You can start building your own App Stack by selecting the apps you frequently use or rely on for client solutions. For users exploring in Test Mode, this feature allows you to experiment with functionalities and demo data without affecting your live account. You can opt to Start from Scratchand design a custom bundle tailored to your preferences, or choose from available templates such as Default Plan, E-commerce/Retail (Level 1 or Level 2), or Professional Service (Level 2). These templates include pre-selected apps like Xero, Dext Prepare, A2X, and others, giving you a head start in assembling solutions for industries like retail, e-commerce, or professional services. With this streamlined approach, creating and customizing App Stacks becomes a seamless and efficient process. Refer to this link to learn more about creating an AppStack from Scratch.

Once an App Stack is created, it can be managed using the Action icon. The following actions are available:

• Edit: Modify the details of an existing App Stack.
• Delete: Permanently remove the App Stack from your system.
• Archive: Move an App Stack to the Archived section. Archived App Stacks are disassociated from clients and can later be reactivated or deleted as needed.

Archiving provides flexibility, allowing you to temporarily remove an App Stack from active use while retaining the option to reactivate it later.

Approved Apps

The Approved Apps sub-tab serves as the foundation for building App Stacks. To learn more about managing approved apps, refer to this link.

Clients

The Clients tab serves as a centralized hub for managing and tracking clients throughout their lifecycle. Users can add clients individually using the Add New Client button or plan for bulk imports via the Import option (coming soon). This flexibility allows for streamlined client onboarding and data entry, catering to businesses of various sizes.

Client Lifecycle Stages

Clients are managed through four distinct stages: Onboarding, Active, Offboarding, and Archived. Each stage is designed to provide clear visibility and actionable steps tailored to the client’s current status.

Onboarding Stage:

New clients are automatically placed in the Onboarding stage upon being added. During this phase, users can view and update the following details:

• Progress: Monitors the client's journey through onboarding tasks.
• Account Setup, Transaction Data, and App Data: Tracks the integration and readiness of essential data.
• Business Name, Created On, User Data, Manager(s), and App Stack: Provides critical information for efficient client management.

Clients progress to the Active stage once they complete these four tasks:

• Signing up for the AppVentory platform.
• Adding Apps Data.
• Adding User Data.
• Adding Transaction Data.

Active Stage:

Clients in the Active stage have completed onboarding and are fully operational. Key details available in this stage include:

• Assigned App Stack: Lists the applications integrated for the client.
• Accounting App and Industry: Displays industry-specific tools in use.
• Missing Apps: Identifies required and suggested apps that could enhance the client’s setup.
• Opportunities and Recommended Apps: Highlights areas for upselling or cross-selling additional tools.
• Annual Turnover and Manager(s): Provides financial and management-related insights.

Filters such as Assigned App Stack, Accounting App, and Margin Opportunity enable easy organization and targeted analysis of active clients.

Offboarding Stage:

To move a client to the Offboarding stage, three key tasks must be completed:

• Remove Pay on Charge Apps: Ensures no active billing remains.
• Remove/Retain Client Data: Decides how client data should be handled post-offboarding.
• Revoke Client Access: Prevents unauthorized access to the platform.

These tasks can be accessed by clicking on the client's name. The progress is tracked as "0/3" until all steps are complete. 

Users also have the option to Abort Off-Boarding and return the client to the Active stage. This can be done by clicking the action icon at the end of the client details row and selecting Abort Off-Boarding.

Archived Stage:

Once all offboarding tasks are completed, the client moves to the Archived tab. At this point, users can either:

• Reactivate the client, bringing them back to Active status.
• Delete the client permanently, removing all associated data.

Client's Dashboard

The Client Dashboard is a comprehensive tool designed to provide insights into a client’s application usage, financials, and workflow management. It is structured to help you monitor the client’s business operations, understand their spending patterns, track the apps and users they interact with, and make data-driven decisions. Here’s a breakdown of the key sections typically found on a client’s dashboard:

1. Client Profile and Financial Overview

The top section of the dashboard typically includes basic client information such as:

• Industry: The sector the client operates in (e.g., Information Technology, Retail, Healthcare).
• Annual Turnover: The financial size of the client’s business, often given as a range (e.g., $1M - $5M). This helps gauge the client’s scale and assess their budget and operational needs.
• Country: The geographical location of the client, which can influence factors like currency, taxes, and regional regulations.
• Contact Information: The main contact person for the client, including their role (e.g., Account Manager, Finance Lead), and any other team members involved in managing the account.

This section serves as a quick reference to understand the client’s business context and ensures you’re engaging with the correct people.

2. App Stack and Usage Insights

The App Stack section outlines the software and tools currently in use by the client, which can include accounting systems, project management tools, CRMs, or other enterprise applications. This section typically includes:

• Total Apps: The number of apps being used by the client, providing an overview of the client’s digital ecosystem.
• App Spend: The total cost incurred by the client on these apps, which may include subscription fees, usage-based charges, or license costs. This helps identify spending patterns and areas where costs can potentially be optimized.
• Total Users: The number of users actively using these apps. This metric helps monitor adoption rates and user engagement.
• Average Users per App: This calculates how many users are typically using each app, which can be useful for identifying underutilized tools or those that may need more training or support.

By analyzing these metrics, you can better understand the client’s app usage and help them optimize both costs and operational efficiency.

3. Newly Added Apps and Users

This section tracks recent changes in the client’s app stack and user base, including:

• Newly Added Apps: A list of apps that have been added in the last period, showing trends in the client’s technology adoption.
• Newly Added Users: A list of new users added to the client’s systems or applications, which helps track expansion and user growth.

Monitoring these updates can help you stay aligned with the client’s evolving needs and ensure that the right resources or support are allocated when new tools or users are introduced.

4. Recommended App Stack

The Prescribed Target App Stack section is typically based on insights from automated tools or expert recommendations, offering suggestions for additional apps or solutions that could enhance the client’s current setup. This section often includes:

• Suggested Apps: Apps that are recommended based on the client’s industry, existing tools, and usage patterns.
• App Usage & Payment: Information on who is responsible for app payments (e.g., the client directly, the firm, or a third party). It also tracks whether the app’s cost is included in other charges or whether it is billed separately.

This section can help guide decision-making by suggesting tools that may improve the client’s workflows or better support their business needs.

5. Payment and Billing Insights

The Client Payment section provides an overview of how and when the client is paying for the various services they use. It includes:

• Payment Status: Whether the client is directly paying for the app or service or if the payment is handled by a different party (e.g., the firm or another service provider).
• Billing History: A summary of the client’s payment activity over a defined period, allowing you to track payment patterns, overdue accounts, or identify potential billing issues.

This helps ensure financial transparency and allows you to proactively address any potential billing concerns.

6. Notes and Communication

The Notes for Client section allows team members to document relevant client interactions, agreements, or other important details. This might include:

• Action Items: Specific follow-up tasks or next steps for the client.
• Communication History: Key points from conversations with the client that might impact future decisions or actions.
• Client Preferences: Any preferences or important information to consider when engaging with the client.

This section is crucial for maintaining consistent communication and ensuring that all team members are aligned on the client’s needs and expectations.

Benefits of the Client Section

1. Comprehensive Client & Tech Advising Insights:
   Access real-time, detailed client data to uncover new opportunities for advising, enhancing decision-making, and improving strategies.

2. Seamless Lifecycle Management:
   Easily manage clients through well-defined stages, ensuring smooth transitions and maximizing the value of each relationship.

3. Detailed App Spend and Usage Analysis:
   Analyze clients' app usage and spending patterns to provide data-driven recommendations that optimize their technology investments.

By organizing client data into clear stages with actionable steps, the Clients tab simplifies lifecycle management while empowering users to deliver exceptional value to their clients.

Practice Overview

The Practice Overview tab provides multiple dashboards designed to give a comprehensive snapshot of client activities, app usage, and business opportunities.

1. Clients Across Lifecycle: This dashboard categorizes clients into different stages—newly onboarded, active, offboarding, or all clients—allowing you to track engagement across the lifecycle. It also highlights key metrics such as potential margin opportunities, estimated monthly support fees, and implementation charges, though some data might currently be unavailable.

2. Active Clients by Assigned App Stack: This dashboard visualizes the distribution of active clients based on the app stacks assigned to them, facilitating informed tech advising and strategic planning.

3. Apps Clients Are Using: This section provides a detailed view of app usage among clients. It breaks down apps into three categories:

• Apps in Assigned App Stacks: Shows the number of clients assigned and actively using prescribed apps, highlighting areas where adoption may be improved.
• Apps on the Approved List but Not in Prescribed Plans: Identifies apps that are part of your approved list but not yet included in client prescriptions, revealing opportunities for integration or promotion.
• Apps Not on the Approved List but Used by Clients: Highlights non-approved apps being independently used by clients, offering insights into their preferences and potential gaps in your offerings.

These dashboards collectively enable a holistic understanding of client interactions, app adoption trends, and areas for optimization, helping you tailor strategies to maximize client satisfaction and business growth.It will help identify and address gaps by reviewing the apps on your firm's approved list that are not yet included in clients' prescribed plans, allowing for the expansion and enhancement of tech offerings.

If you need further assistance, please contact our dedicated customer support team at [email protected], who will assist you with anything else you need. We take pride in providing exceptional service experiences, and our commitment to client satisfaction is at the heart of everything we do.