Capabilities
Everything the office side of a business needs, and Vestae to run it
Vestae is the software and the one who works it. Even this film was made in it, on the canvas further down the page.
Whatever you open, it is already looking at it
There is no system to learn. There is Vestae, on the left of every screen, and your business on the right.
Open a job, a customer or a document and the conversation comes with you. You will see it say what it is focused on, and from then on you can say "send this one", or "why is this late", or "put the price up", without naming anything or pasting anything in. It is working on what you are working on, and it knows the app you are in.
Ask what is coming up this week. Say a job is finished and to send the bill. Most of the time it has already happened and Vestae is telling you about it. When a decision is needed it asks, and it shows you what it is about to do. Nothing goes out under your name without you seeing it first, until you say otherwise.
Vestae, working
The real thing, from the account that runs this website. Vestae on the left, the app on the right.
The work itself
Jobs from estimate to signature to invoice, with photographs and location captured on site, the parts used coming off the shelf on their own, and the customer's whole history on the one record.
Longer work is a project, and a project is a board, a list, or a timeline, whichever suits the question you are asking. Same tasks, same dates, same people. You are not maintaining three views, you are looking at one thing three ways.
Jobs, projects, parts
Money, paperwork and being found
The media studio: wire it like a sentence
Pictures and video are made on a canvas rather than in a text box, because a good image is a few decisions rather than one. You drop nodes and connect them: an image, a prompt, your brand kit, then a generator.
The wiring reads left to right like a sentence, and the canvas below is a real one from this account. Your brand plugs into generate image, which made the still. That still plugs into generate video as its first frame, which made the film playing at the top of this page. Ports only take what the model can use, so you cannot wire it wrong, and because your brand is a node you can plug in, the same flow re-run next month still looks like your business.
The studio, and this website
Both real screens from this account.
Your brand: bring one, or have one made
If you already have a brand it stays yours. Put in your logo, your colours and your fonts and everything reads from them. Nothing is regenerated behind your back and nothing is overwritten.
If you have not got one, Vestae makes you one: a proper wordmark, then vectorised so it stays sharp on a van, a sign or an invoice, with colours, fonts, a photography style and a tone of voice to go with it.
Either way it lands in one place as a brand book, and everything reads from that record. Change the colour once and it changes everywhere. Below is our own brand, put onto the things a business actually needs. All of it made in the media studio.
One brand, on everything you own
Our own brand, applied. Nothing here was drawn by hand.
A real website, not a holding page
Every account includes the whole thing. It is the same software this page is running on.
Pages you can actually edit
Services, prices, about, contact, galleries, frequently asked questions. Edit it yourself in plain language or ask Vestae to, and it publishes immediately. No developer, no ticket, no deploy.
Photography and artwork made for you
The media studio above, plus a library to keep it in. Every photograph on this site was made that way.
Found on Google
Titles, descriptions, sitemap and structured data handled, plus SEO audits that crawl your own pages and score them, and real page speed runs telling you what is slow.
Quick, even on a phone
Your fonts come with the site instead of being fetched from somewhere else on every visit, the main image starts loading the moment the page arrives, and photographs are sent at the size the visitor's screen actually needs.
It takes bookings and enquiries
Online booking against your real availability, enquiry and quote forms that land as leads in your customer list, and a shop with real checkout when you sell things.
It stays true on its own
Put your prices up, add a service, change your hours, and the site agrees with you the same day, because it reads the same records as everything else.
Consent, hosting and your domain
A cookie banner that meets UK and EU rules, hosting and a certificate from the first afternoon, and your own domain when you are ready.
Customers, quotes and money
The parts that move every morning.
Customers and leads
Every customer, lead and conversation on one record. Calls, emails, quotes, bookings and jobs hang off the same contact, so nothing important lives only in somebody's head.
Bookings
Your services, your hours, your slots. Customers book online, get a confirmation, and the job lands in the diary. Reminders, reschedules and no-shows handled without you.
Calendar
One diary for the business and one for each person, kept in step with the calendar you already use, so nothing gets double booked.
Quotes and invoices
Quotes that become invoices, tax and totals worked out, recurring bills raised on time, and anything unpaid chased until it is paid.
Payments
Card payments through your own provider account, matched to the invoice they belong to. What is paid and what is owed is never a guess.
Your company details
Legal name, trading name, company and VAT number, addresses, opening hours. Entered once and read by every invoice, page and email that leaves the building.
Selling online, and getting it to the door
The shop, and everything that happens after the money.
A shop that takes money
Products, collections, carts and orders, with checkout through your own provider account. Customers get an account and their own order history without you setting one up.
Card, and PayPal
A PayPal button sits above the card checkout for the people who prefer it, or PayPal can be the main way you get paid. Refunds go out from the order screen either way.
Out the door with a tracking link
Record what went in the parcel, with the carrier and the tracking number. The order moves itself to part fulfilled or fulfilled, and the customer gets the dispatch email with the link in it.
What your customers say about it
A review form on every product page, and a queue where you approve them. An approved review shows on the product with its stars, and search engines see the rating too.
Offers that apply themselves
Mark a discount automatic and there is no code for anyone to type in. Limit it to chosen products or collections, and when two offers could apply, the customer gets the better one.
The right tax for where it is going
Rates per country, and per state or region, with an override for particular collections. Checkout charges for the delivery address and labels it correctly on the order. A single rate shop carries on exactly as it was.
Selling something the customer builds themselves
For anything sold in combinations: bicycles, kitchens, machinery, vehicles.
Options, in the groups you decide
Frame, engine, worktop, finish. One choice or several, each with what it adds to the price, all set up by you without anybody writing code.
Rules that stop the impossible
This option needs that one. These two never go together. A choice that will not work is greyed out with the reason, so nobody orders something you cannot build.
The price comes from you, not the page
Every combination is checked and priced on your side, and the total moves as they choose. The price is locked when they submit, so the figure they saw is the figure you honour.
They can see what they are building
Show it as photographs that change with each choice, or as a 3D model they turn around with a finger. Options recolour the paint and show or hide parts as they pick them.
It works on whatever they are holding
The 3D view turns slowly on its own until they take hold of it, so it is obvious it is theirs to move, and a device that cannot show it falls back to the photographs on its own.
It arrives as a real enquiry
A finished build lands with you as an enquiry, every choice on it and the price locked in, and as a lead against the customer alongside everything else you know about them.
Documents, files and knowledge
The things that usually get done twice.
Documents, sheets and slides
Real documents, spreadsheets with working formulas, and presentations, with versions and comments. Vestae writes into them paragraph by paragraph and cell by cell, so a report gets drafted while you are driving. Export to Word, Excel, PowerPoint or PDF.
Document management
Folders, full version history and a trash you can restore from. Files sit behind a signed in download rather than a public link, and every version is kept.
Notes and whiteboards
Fast capture with blocks and checklists, and infinite whiteboards you can sketch on and drop live documents and records straight onto.
Sharing that starts private
Notes, documents and boards are private until you share them, with a colleague, a customer or the whole team. Private by default, not public by accident.
It remembers how you work
That you never charge for a first callout, that this customer always pays late. Held in your own database, and it stays corrected once you correct it.
Signatures
Send a document for signature, chase it, and keep the signed copy against the job and the customer.
The agreements you are party to
Every agreement the business has signed, kept in one register: your own customer terms, the supply agreements, the NDAs, the data processing agreements, the employment contracts and the lease. Each one with its dates, its notice period, the law it runs under, what it actually obliges you to do, and the signed copy attached to it.
Vestae watches those dates and says something in time for you to act, which matters most for the ones that renew on their own unless somebody gives notice by a particular Tuesday.
Before you sign anything, ask it to read the thing properly. It takes the agreement, the obligations recorded against it, and a maintained and dated legal reference for that kind of agreement in that country, covering the clauses it ought to contain and the parts worth arguing about. What comes back is a written review, kept as a document against the register entry.
That is analysis to help you understand what you are signing and negotiate it. It is not legal advice, and it does not replace your solicitor on anything that matters. The agreement itself stays in your own system; only the country and the type of agreement decide which reference is read.
Operations, for businesses that turn up somewhere
Garages, maintenance, valeting, salons, trades.
Work orders
The job end to end: estimate, authorise, schedule, capture photographs and location, record the vehicle or asset worked on, use the parts, take a signature, invoice.
Stock and consumables
What you hold and what you get through, with levels, reorder alerts and a full movement history. Parts used on a job come off the shelf without anyone writing it down.
Purchasing
Suppliers, purchase orders, goods received and what you spend. Reorder suggestions come from the stock that is actually moving.
Quality and compliance
Complaints, defects, safety incidents, supplier problems and audit findings in one place, with the corrective actions that close them. The records a bigger contract asks to see.
Projects
Longer work as a board, a list or a timeline, split into tasks and milestones, with who has what and where it has got to.
Assets and equipment
The vans, machines and customer assets you work on, with their history attached, so the third visit knows about the first two.
Making the thing you sold
From what it is made of, to it coming off the bench.
Your parts and materials
One list of every part, material and consumable you build with, what it costs and where each one is used, so you can see what a price rise touches before it touches you.
Assemblies that know what they are made of
Build an assembly up from parts and other assemblies, with the quantity and the wastage on every line. Versioned, so what you made last year stays exactly as it was made.
The exact list for what they configured
A submitted build resolves to the precise costed list of parts for that one order, rolled up through every level, because the options are tied to the components they change.
Build orders through the workshop
Raise the order against a released assembly and the parts list and the cost are frozen onto it, so what happens on the bench cannot quietly rewrite what you quoted.
Every step, every part, every offcut
The routing says what happens in what order and roughly how long it takes. As it moves, each step, the material used and the scrap are recorded against that order, under the name of whoever did it.
What it should have cost, and what it did
Expected against actual on every order, with the differences highlighted, so the job that ate the materials is something you can see rather than something you felt.
Somewhere for your people to work
A clean, touch friendly screen for the people doing the work, next to your website and your admin. Each person signs in and sees only their own day, and a pane only appears for the people whose job it is.
The shop floor
Released build orders, worked step by step. Record the material used, the scrap and a note, and every action lands in the history under the name of whoever did it.
The front desk
Today's appointments, with check in, complete, no show, and a reschedule done on the spot while the customer is still standing there.
Support
The ticket queue with the whole conversation on it, the replies you send often already written, and the status moved along as it goes.
The warehouse
Book deliveries and purchase orders in, correct stock with a reason for the correction, and keep an eye on what is running low.
My day
Your own tasks across every project, sorted into overdue, due today and up next. Not the whole business, just yours.
My hours and my leave
Clock in, clock out, your hours this week, your leave balance and a request when you want time off. Locked to your own records, so nobody is reading anybody else's.
Built for more than one of you
Vestae is not one login with a chatbot in it. It is your business, with your people in it.
Everyone gets their own login and their own role, and roles decide what a person can see and change, down to the individual record. The front desk takes bookings without seeing wages. A fitter closes a job without seeing margins. A manager sees the numbers but not the bank details. You set it, and you change it yourself.
They share one diary, one customer list, one set of notes and one chat, so the answer to a question is in the same place for everybody. Work handed to someone else keeps its history. Someone leaving is a switch you turn off, not a hunt through their laptop.
You pay per business, not per person, so taking someone on does not change the bill.
Marketing, and going and finding work
The part most owners never get to, because it always loses to the job in front of them.
Know who you are selling to
Research a real target, a competitor or a whole market, and turn it into a customer profile Vestae then writes to. Not a persona workshop: a record it actually uses when it drafts.
Copy and sales material
Adverts, landing pages, emails and sales assets written to your brand voice, because it already knows how your business sounds.
Funnels
A path from advert to enquiry to customer, with the pages and follow up that belong to it, so you can see what actually brought the work in.
Email sequences that run themselves
Follow up on a schedule, to one contact or a whole segment, with opens and clicks tracked. Unsubscribes handled properly, because getting that wrong is a fine.
Research briefs you keep
Any topic, company or market researched and saved as a brief you can export. The competitor pricing behind our own plans was done exactly this way.
Support after the sale
Tickets with the whole thread on them, response timers, the replies you send often kept ready, and a satisfaction score for what comes back afterwards.
It works with what you already use
Your email stays yours. Connect the Gmail or Outlook account you already have, and Vestae triages the inbox, drafts replies and files what belongs to a customer against that customer. It sends from your address, not ours.
Your accountant keeps their reporting. The money side lives here, invoices, payments, purchases and what is owed, and it connects to the accounting system you already use rather than replacing it. If you have a bookkeeper, they carry on.
Beyond that there is a credential vault for the services you connect, webhooks when something happens, and an API so your business can be reached by other software, including AI tools you already use.
If moving all of this over sounds like a job, it is one we do with you. That is what the integration service is for.
Start with the website and add the rest as you go
Vestae is in beta and places are currently full. Join the waitlist, and when your invite arrives, thirty days on Hearth gets you online and looking real, brand included. Everything above is on the ladder above it, and you move when the business does.