Nekohama HQ · Concept by MKSP for Nekohama

How HQ works

Software does the maths. AI only reads and drafts. A person approves anything that matters.

  1. Your dataShopify, Drive, Gmail, a few numbers you type in
  2. Software does the mathsStock, dates, alerts. No AI.
  3. AI reads and draftsContracts, emails, summaries. Your own AI plan.
  4. A person approvesNothing is ordered or sent without you
  5. You see itIn HQ, and filed to your Drive

1

Home

Open →

What needs someone today.

Needs
ShopifyContract datesJapan calendarYour settings
Software
Ranks what's urgentDays of stockThis week vs usual
AI
Morning summary
You approve
Nothing to approve
More detail
  • The summary is written from totals only; each line links to its number.
  • Each card opens the section where you decide.

2

Partners & contracts

Open →

Every agreement and its deadlines.

Needs
Contract PDFs in Drive
Software
Deadline alertsWeekly Excel sheet
AI
Reads contracts
You approve
Caroline confirms each field
More detail
  • AI shows the clause quote and page for every field.
  • Alerts at 90, 60 and 30 days, only from confirmed fields.
  • The partner sheet is filed to Drive every Monday.

3

Inventory & reorder

Open →

When to order from Japan.

Needs
Shopify stock3PL lots & datesLead timesJapan calendar
Software
Days of stockOrder-by dateExpiry outlookStock mismatch check
AI
Drafts supplier note (JP)
You approve
Approve each orderSettle mismatches
More detail
  • Order-by dates move earlier when Japan is closed.
  • Lots and best-before dates come from your 3PL report; Shopify only knows totals.
  • The supplier note is drafted from quantities and dates only.

4

Assumptions & Why?

Open →Why? →

The numbers you set, and the maths behind every result.

Needs
Your numbers
Software
Change logRecalculates everythingShows the maths
AI
No AI
You approve
Max signs off
More detail
  • Lead times, supplier minimums, safety buffer, alert windows.
  • Every change records who, when, old and new value.
  • Later, HQ suggests real lead times from order and received dates.

5

Cafés & leads

Open →

Every lead from first message to first order.

Needs
Gmail & web formsDM & event leadsOrder history
Software
Late regularsFollow-up reminders
AI
Sorts leads & emailsDrafts replies (JP too)
You approve
You send every message
More detail
  • Names, emails and addresses are removed before AI sees a message.
  • Drafts are in your voice; HQ never sends on its own.
  • “Late regulars” compares each café to its usual reorder rhythm.

6

Filed to your Drive

Your numbers, where your team already works.

Needs
One Drive folder
Software
Excel exports
AI
No AI
You approve
Nothing to approve
More detail
  • Only confirmed data is exported.

Your data stays yoursHQ reads Shopify and Gmail and never changes them. Everything is filed to your Drive.

No customer details to AIAI sees totals, or messages with names, emails and addresses removed.

Every number traceableTap “Why?” on any number to see its source rows and assumptions.

Open the app → Home What HQ needs from you →

Concept by MKSP for Nekohama. All names and numbers in the mockups are samples.