Nekohama HQ · Concept by MKSP for Nekohama

What HQ needs from you

The screens in this concept run on data you already have. Most of it connects once and then flows in by itself. A few things your team types in, because no system knows them yet. Here is the full list, screen by screen, and who would hand over what in week one.

Open the app → Home How HQ works →

Stays in your accounts

HQ runs on your domain, signs in with your Google accounts, and files everything to your Drive.

Read only where possible

HQ reads Shopify and Gmail. It never changes orders, prices or stock, and never sends a message on its own.

No customer details to AI

AI sees totals, or text with names, emails and addresses removed first.

Connect once

An admin approves access one time. After that the data stays current by itself.

Shopify

Automatic
  • Products and stock levels
  • Orders, online and wholesale
  • Customers only as counts and totals

Feeds: Home, Inventory, Why?, café reorder rhythms.

Who: a Shopify admin approves a private, read-only app.

Google Workspace

Automatic
  • Sign-in with Nekohama Google accounts
  • One Drive folder for contracts and filed reports
  • Gmail: café and lead emails, web-form inquiries

Feeds: Partners, Cafés & leads, every report and export.

Who: your Workspace admin approves HQ and picks which inboxes it can read.

AI plan in your name

One-time setup
  • A business or enterprise plan that does not train on your data
  • A data processing agreement you sign
  • Clear retention and deletion terms

Feeds: contract reading, drafts, summaries.

Who: Caroline reviews the terms; the account is opened in Nekohama's name.

Your team provides

Things no system tracks for you yet. HQ asks for them once, then reminds you when they need a refresh.

Lots and best-before dates

To confirm

Shopify knows the total per product, not lots. These come from your warehouse or 3PL stock report, or are entered when a shipment is received.

Who: whoever runs operations sends a sample stock report.

Partner contracts

Caroline confirms

The signed PDFs, ideally in one Drive folder. HQ reads the terms and dates; Caroline confirms each field before it counts.

Who: Caroline gathers the active agreements.

Assumptions

You enter

Lead times from Japan, supplier minimums, safety buffer, alert windows. Later HQ suggests real lead times from purchase-order and received dates.

Who: operations, with Max signing off.

Leads from DMs and events

You log

Instagram, WhatsApp and in-person leads are added with “Log a lead” in a few seconds. Email and web forms arrive by themselves.

Who: whoever talks to the café or lead.

Screen by screen

ScreenNeedsComes from
HomeSales, stock, café reorder rhythms, contract dates, Japan holidays
ShopifyContractsHQ calendarYou enter
PartnersContract PDFs; parties, term, renewal, notice, exclusivity, payment terms
Drive folderCaroline confirms
InventoryStock and sales rate; lots and expiry; lead time; supplier minimums
Shopify3PL, to confirmYou enterHQ calendar
Assumptions & Why?The values your team sets, and the source rows behind each number
You enterShopify
Cafés & leadsInquiry emails and web forms; DM and event leads; order history
GmailYou logShopify

Week one checklist

About an hour of your team's time in total.

Approve the read-only Shopify appShopify admin
Approve HQ in Google Workspace and choose the inboxes it can readWorkspace admin
Create one Drive folder for HQ and put active contracts in itCaroline
Review the AI plan terms and data processing agreementCaroline
Send a sample 3PL stock report, and current lead times and supplier minimumsOperations
List who will use HQ and in which roleMax

Still to learn

These decide the order we build in.

1Which accounting tool (QuickBooks, Xero, other)?
2Which warehouse or 3PL, and how lots are tracked today?
3How café orders arrive: Shopify B2B, Faire, or email?
4Which helpdesk for customer service?
5Where projects are tracked today?

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