The back-office platform for builders, trades, hotels & property operators · Toronto / GTA
The platform your back office runs on.
OpsStack is one platform shaped to your office: your approval rules, your people, your projects. Invoices, approvals, payments, receivables, cash flow and HST in one portal, built by a working developer and builder who runs the same platform on his own mid-rise projects. Set up and hosted for you. Your data stays yours.
How it works: one invoice, start to finish
The route every document takes through OpsStack, with what happens to your data at each stop.
- 1
Your company gets its own receiving address
Day 1 of setupFor example invoices@yourcompany.opsstack.ca, or your own domain such as invoices@yourcompany.ca. Vendors send invoices, quotes and statements straight to it. Or keep your existing accounting@ address and forward it. You don't need a new mailbox.
Privacy: only mail sent to that one address reaches the platform. Your personal and other company email is never connected or read.
- 2
It arrives in your portal
Within secondsThe document is saved the moment it lands and shows as "Reading…" for everyone on your team with the portal open. No refresh needed.
Privacy: spam and non-documents are dropped. Senders you've never dealt with are flagged before anything can be paid.
- 3
AI reads every page
About 10–40 secondsPDFs, scans, photos, Word and Excel files: vendor, HST number, invoice number, project or address, subtotal, HST, total, holdback, due date and line items.
Privacy: documents are read through Anthropic's business API (Claude). Business API data is not used to train AI models. Nobody at OpsStack opens your invoices to type them in.
- 4
The platform checks it
InstantlyHST must be 13% of the subtotal, and subtotal plus HST must equal the total. It also checks for the vendor's HST number, duplicates, a matching contract, expired WSIB and changed bank details. The AI never has the final word: anything that doesn't check out goes to Needs attention with the reason.
- 5
The right person is told
Same minuteIt lands on the approver's Waiting on me list, with a notification to their own email and a phone alert through the OpsStack app. Each person picks: every item, a morning summary, or only what waits on them.
- 6
Approve, pick a pay date, pay
Your rulesOne approver by type of invoice, or everyone for proposals. Picking a pay date approves it. The payer marks it paid, and a payment line is written with the HST checked and holdback held back.
Privacy: every person has their own login. Accountants get view-only. Every action is recorded with who did it and when.
- 7
Bank statement matches it
When you upload your statementUpload the CSV from your bank. Bills are marked paid only when the name and amount match an approved bill. An amount-only match shows as "possible match" for you to confirm. Nothing is marked paid on a guess.
Privacy: we never connect to your bank login. You upload the statement yourself.
- 8
Download for your accountant
Any timeExcel workbook with live formulas (bills, customer invoices, payments, HST by quarter) plus a file ready for QuickBooks import.
Privacy: your records are yours. Export everything at any time, including after you leave.
Your privacy, in plain words
Your invoices, vendors and bank lines are your business. This is exactly how we keep them that way.
Your company sees only your company
Every client is separated at the database level. One company's people can never see another company's records, even by mistake.
Data hosted in Canada
Records and files sit on encrypted servers in a Canadian data centre, backed up daily.
One address, not your mailbox
We receive only what's sent to your invoice address. We never ask for your email password or access to your mailbox.
Reads, never decides
AI reads documents through a business API that doesn't train on your data. Approving and paying are always done by your people.
Every action logged
Approvals, pay dates, payments and edits are recorded with name and time. Logins use a one-time email code or your own password, and sessions expire.
Take everything with you
Download all records and files to Excel. If the monthly plan stops, the account is paused, never deleted without your say, and you can still export.
We never
- sell, share or show your data to anyone
- log into your bank, or move money for you
- read email that isn't sent to your invoice address
- use your documents to train AI
- let OpsStack staff browse your records, except to fix a problem you ask us to fix
| Notification | Where it goes | Cost |
|---|---|---|
| Each person's own email address: instant, morning summary, or only what waits on them | Included | |
| Phone alert | Lock-screen alert through the OpsStack app (iPhone and Android) | Included |
| Text message | SMS to a mobile number, no app needed | $25 / month |
Package schedule
Each package is a module on the OpsStack platform, already running on real projects and set up for your company. The monthly plan covers hosting, backups, support and small changes.
| Mark | Package | What you get | Setup | Monthly |
|---|---|---|---|---|
| P1 | Invoice & Approval Module | Shared invoices inbox, multi-person approval rule, automatic HST check, approval tracker, monthly summary. | $7,500 | $450 |
| P2 | Project & Cash Flow Tracker | Live-formula tracker per project: budget, committed, paid, HST credits, cash flow and a files library. | $5,000 | $350 |
| P3 | Front Desk / Booking App | Reservations, check-in and check-out, rooms, daily revenue table, staff logins. | $9,500 | $550 |
| P4 | Website + Lead Intake | Company site with a quote request form; every lead lands in your email and your tracker. | $2,500 | $200 |
| P5 | Custom Workflow | Connect the tools you already use (Gmail, Drive, Sheets, accounting) and automate a repeat task. | $4,000 | $300 |
| P6 | Full Ops Bundle | P1 + P2 + P4 together, 15% off. | $12,800 | $850 |
All prices CAD, plus 13% HST. 50% of setup on signing, 50% at go-live. Monthly plan starts at go-live, 3-month minimum, then 30 days' notice to cancel. Pro plan with priority support available.
We know your paperwork
Holdbacks, change orders, sub invoices, HST credits, draw schedules. No explaining the basics to a tech agency.
Running on real projects
Every package is in daily use on our own construction and rental portfolio before it's offered to anyone else.
Hosted, and your data stays yours
We run everything on the OpsStack platform, with each company walled off and backed up daily. Export your records to Excel any time.
How a job runs
Four stages, signed off in order.
Site visit
20-minute call. We look at how invoices, projects or bookings move today.
Day 1Fixed quote
Package, scope and price in writing. No hourly surprises.
Within 2 daysBuild & set up
We set your company up on OpsStack and load your real data.
2–6 weeksHandover
Training for your team, then the monthly plan keeps it running.
Go-liveStart with a call
Tell us what's slowing your office down. We'll tell you which package fits, or if you don't need one.