Set up ark.plan step by step, module by module

Sticky notes, flagged emails, a list in a notebook. And every morning, the same question: where do I start? Type a task the way you think it. Date, tag, person and urgency are picked up on the fly. A similar task exists? You’re told. Each morning, pick what you plan for today. The rest waits in the next 7 days, or in To organise. A task can wait? Set it aside until Monday: it leaves your views, then comes back on its own. As a team, the board shows who’s doing what. Drag a card, reorder it, even from the keyboard. A task breaks down into a checklist. An item grows bigger? It becomes a task of its own. And the tasks hidden in your emails and notes? AI spots them and suggests them. You accept or reject. Need time for it? With Calendar, drag it into your week, or ask for a slot: the first free ones are checked against your hours and appointments. And when you get to it, one click starts the timer on the task, with Time tracking. A client sent an Excel schedule? Import it: all the tasks are created in one go. ark.plan, Tasks. All your deadlines, in one place.

Tuesday at two? Better Thursday. Thursday I’m away… Five emails to set up a single meeting. With ark.plan, you share a link. Your client picks the type of meeting, the day and the time. No account needed. Offered slots are checked against your hours, exceptions, margins and Google Calendar. An on-site meeting in Lausanne? Travel time is calculated by car, train or bike, and blocked before and after. A client can’t find a slot? Client availability mode explains every slot: margin, travel, outside hours, busy. Every Friday, from ten a.m. to six p.m., your child is with the childminder. The information stays in your calendar, while you remain available. Choose “The entire series”, then “Do not block my appointments”. Appointment slots remain available every Friday. Requests arrive as pending; you confirm in one click. Two clients want the same slot? First come, first served. Something came up? Propose another time. Your client accepts, declines, or suggests up to three slots. The day before, then an hour before, the reminder goes out by itself, by email or WhatsApp. And your calendar shows it all: appointments, Google, planned work, due dates and invoices. ark.plan, Calendar. Your clients book, you stay in control.

Links in your bookmarks, screenshots on your desktop, PDFs in your inbox. The Library gathers it all. Paste a link, drop an image, share from your iPhone, or save a page with the Chrome or Safari extension. Old bookmarks import in one go. Every item keeps its real face: a PDF page, a link preview, an article’s cover. Saving articles from the same blog again and again? The Library offers to follow it, and new articles arrive on their own. No time to read? An AI voice reads it to you, in the tone and speed you like. Tap a paragraph to resume there. A German article? It’s translated as it’s read. To find something, type it the way you think it: each word becomes a filter. Ambiguous word? You choose once, it remembers. Ask a question: amounts are calculated from your data, AI words the answer and cites its sources. Filed Figma links in the same project twice? It suggests a rule, and the next ones file themselves. Each week, finds you’d forgotten resurface. And a selection can be shared by link: no account needed, revocable anytime. Alone, it organises your ideas. With Invoicing or the CRM, your quotes, invoices and projects join in. ark.plan, Library. What you keep, you find again.

Friday evening. What did I do on Tuesday? And how much time went into the hotel? One click, and the timer starts. Your favourite projects sit on keys 1 to 5: switch project, and the previous one stops and is saved. Logging time afterwards? “1h30”, “45”, “1.5”: all understood. A timer’s been running for four hours? ark.plan lets you know. Enter the time you actually finished. A day to rebuild? Meetings you attended and tasks you completed serve as clues. Enter the real duration, and it’s added. Your GitHub commits become a time entry. AI writes the billing description and spots the task you just finished. Before you confirm, overlaps and gaps are flagged. And no minute is ever counted twice. Your week fits on one sheet. And offline, nothing gets lost. Every project tracks its budget. Go over it, and you’re notified. With Invoicing, unbilled hours flow into the document. Once invoiced, they’re locked. ark.plan, Time tracking. Every hour, in its place.

Timesheets, a spreadsheet, holidays counted by hand. And every month’s end, the same question: who worked how much? With ark.plan Attendance, everyone logs their day on their phone in seconds. Even offline: it all syncs once the signal is back. Forgot? A reminder arrives in the evening, on working days only. And if a timer is still running, you’re alerted. Each person has a contract: full time, eighty percent without Wednesdays, irregular hours, or volunteer. Planned time is calculated for you. A three-day camp? The flat-rate activity counts eight and a half hours a day, with actual hours shown alongside. Your canton’s public holidays add themselves, down to regional variants and half days. Your closures too. A leave request? While pending, it deducts nothing. Once approved, holidays update, in hours, based on the work rate. The balance is simple: hours counted minus planned time. Above your threshold, overtime is flagged for payroll; below it, it’s made up later. And every term has its own help, with an example. At month’s end, everyone confirms, you close, and the export goes to payroll: PDF, Excel or CSV. ark.plan, Attendance. Working time, clear for everyone.

A lead, emails, quotes, hours, notes. Usually, that’s five tools. In ark.plan, everything starts with a project. From first contact to delivery, it moves step by step, and every change is logged. Quotes, invoices, hours, tasks, files and emails, all under one reference. Emails come in, and AI files them under the right project. It also spots the tasks inside, with due dates. You approve. Need to reply? AI drafts it from your past exchanges and project data, in the tone you use with this client. You review, you send. After a meeting, jot down the essentials. AI suggests the next step: a task, or a meeting in your calendar, invite included. Need an overview? A summary in one click. Or ask a question: the answer draws on the project’s emails, notes and invoices. And at any time, you know if the project pays off: invoiced, collected, costs, margin, and each phase’s budget. Two duplicate projects? Merge them. And if that was a mistake, just undo. With Invoicing, Time tracking or Tasks, every project record gets richer still. ark.plan, CRM and projects. Every client, one file.

A quote in a word processor, an invoice in a spreadsheet, a QR code to patch together, forgotten reminders. With ark.plan, a quote takes four steps. The department sets the account, numbering and terms. Lines come from the catalogue, each with its margin. Complex pricing? Describe your calculation: AI helps build the recipe, which then generates the lines. Your terms and conditions? AI drafts them for you to review. The quote reaches the client as a link. They read it, sign with a finger, and get the signed PDF. On your side, the status updates itself. Once signed, it triggers the deposit and its QR-bill. Then invoice in instalments, release the retention: the final invoice deducts everything paid. Your client gets a portal: projects, quotes, invoices. They see what’s due and pay by QR-bill. Invoice overdue? The reminder is ready: first reminder, second reminder, final notice. AI writes it in the tone you use with this client. Send it, or skip it. Extra work along the way? An amendment, its reason, a signature, and it all stays linked to the quote. Monthly maintenance? The subscription prepares each invoice, or sends it itself, at the level you choose. Cancelled after payment? The credit note is created automatically. For the full potential, sync ark.plan with ark.flow Compta: invoices arrive there ready to book. ark.plan, Invoicing. From quote to payment, no retyping.

A referrer sends you a client. Six months later: how much do you owe them, and why? With ark.plan, each referrer has a workspace: their deals, commissions and terms. They only see what concerns them. They register new deals themselves, with the contact’s consent, and can simulate their commission, no strings attached. Your team checks who the deal belongs to. A possible duplicate is flagged before any decision. Their plan can have tiers. They see live how much is left to reach the next rate. Every commission shows its working: base, rate, tier bonus, cap. The rule is locked in: changing the plan later never alters an amount already calculated. Invoice paid: the commission goes to approval, then payout. Payments leave in batches, on the scheduled date. A mistake? The referrer flags it, you reply. A correction is added as a new entry, never erasing the original. And if an invoice is never paid, the commission is clawed back. They export their statement, find your sales material, and AI sums up each lead with the next action to take. ark.plan, Referral network. Every referral, its commission.

My prospecting? A spreadsheet, copy-pasted emails, and follow-ups I forget. In ark.plan, it all starts with a campaign: a target, a region, the contacts you’re looking for, and your offer. Run the search: AI suggests matching companies, and every search leaves a report: retained, duplicates, excluded. Already have your list? Import it. Duplicates and excluded companies are set aside automatically. Every prospect gets its own dossier. An email address is only kept if it’s published, with the link to prove it. And anything uncertain is shown as uncertain. The qualification explains itself: the criteria assessed, a confidence level, and a concrete proposal for this company. Your offers live in a catalogue, each with its own writing guidance. Prepare the email: the first message is written by AI, from the qualification and the offer, in a human tone. Add an instruction, and it rewrites it. All three follow-ups are written at the same time, in the same tone, each with its own angle. Attach your PDF catalogue: you’ll see whether it was opened. Nothing goes out without you. Every message is read and approved, and sending stays a separate step. A prospect replies. Your question comes at just the right time: we’ve been thinking about it since the winter. Could you call me on Thursday afternoon? You get a notification. ark.plan suggests a classification, you confirm it, and the scheduled follow-ups stop. Wrong address? Resend the same message to the right one, without losing the history. Every morning, To review shows you what to do. And the results stay honest: a reply rate, with the real numbers behind it. The prospect is interested? One click, and the dossier becomes a project, history included. ark.plan, Prospecting. Quality before volume.