Everything you need to run Qafza OS.

01

Getting started.

Qafza OS lives at app.qafza.dev. It works in any browser, on a computer or a phone, and installs like an app. Everyone signs in with their email and a password they choose.

Your first sign-in

Nobody creates their own account. A workspace owner or manager invites you, and the invite decides what you can see: a team member gets roles, a client gets their company's projects.

1. Open the invitation email. It comes from Qafza, with the subject "… invited you to Qafza". If it isn't in your inbox, check spam or ask for the link on WhatsApp: the person who invited you can copy it.
2. Press "Set your password". The link signs you in once. Choose a password of at least 10 characters.
3. You land on your home page. From now on, sign in at app.qafza.dev with your email and that password.

Finding your way around

Every screen has the same frame: the dark panel on the left holds the navigation, the light sheet on the right holds your work. What you see in the menu depends on your role, so your menu may be shorter than this one.

1 2 3 4 5 6

1. Notifications. The bell shows a count when something new needs you. Details below.
2. Search. Jump to any project, client, task, ticket, lead or invoice. Ctrl K on Windows, ⌘ K on Mac.
3. The menu. Grouped into Workspace, Sales, Money, Knowledge and Admin. You only see the groups your role allows.
4. The running timer. Always visible while it runs, with a stop button. Your name, role, language and sign out sit just below.
5. Play buttons start the timer on that task or ticket.
6. Your week: hours logged per day against your planned hours.

Changing the language

Qafza OS speaks English, French and Arabic. Switch with EN · FR · ع at the bottom of the sidebar, or in the menu under your initials on a phone. Arabic turns the whole layout right to left. Your choice is remembered on that device.

The phone app

Qafza OS installs on your phone's home screen like a normal app, with its own icon and full-screen view. There is nothing to download from a store.

Notifications

When something involves you, Qafza OS tells you in three places: the bell inside the app, an email, and a push notification on devices where you turn it on.

Change the email setting at the bottom of the bell panel. Below it, This device · Turn on enables push notifications on the phone or computer you're using. On iPhone, push only works from the installed app: add it to the Home Screen first.

Search

Press Ctrl K (⌘ K on Mac) anywhere, or tap the magnifier, and start typing. Results are grouped by projects, clients, tasks, tickets, leads and invoices, and only include what you are allowed to see. Use the arrow keys and Enter, or click. Type #14 to jump to ticket 14.

02

How it all fits together.

A client's whole life with Qafza runs through one system. Each step hands over to the next, so nothing is typed twice and nobody has to ask where things stand.

Internal by default

Clients log into the same system as the team, so one rule protects everyone: everything starts internal. A task, an update or a file reaches the client only when someone sets it to Visible to client. Money and private notes never reach the wrong person, because the database itself refuses to show them.

03

For the team.

Your day starts in My work and ends with your hours logged. In between, the project pages hold everything: tasks, milestones, client conversation, files and changes.

Home

Home is the team's shared dashboard: active projects, milestones due this week, what's waiting on clients, unpaid totals (finance roles) and the live feed of everything happening across projects.

My work

My work lists everything assigned to you across every project, sorted into Overdue, Today, This week and Later: your tasks, the tickets you own, sales follow-ups and, for managers, milestones waiting on a client. The band at the top shows the hours you've logged each day this week against your planned hours.

1. Start with Overdue. Red dates are late. Open the item, or press play to start working on it.
2. Press ▶ to start the timer on a task or ticket. A task in To do moves to In progress automatically.
3. Stop the timer from the sidebar (or the bar at the top on a phone). The time is logged to that task and its project.

Projects

Every project starts from a package (Launch Premium, Full SaaS App, Care App…). The package fills in the phases, milestones with their invoice percentages, the checklist of what's included, and the number of revision rounds. Managers create projects from Projects → New project, or from a won lead with Start the project.

Open a project to see its workspace. The header shows the phase track, the client, dates and progress; the tabs hold the rest:

Tasks

The task board has five columns: To do In progress In review Waiting on client Done. Change a task's column with its status menu.

Milestones and client approvals

Milestones are the checkpoints the client signs off. Each one moves through the same steps. When the work is ready, a manager presses Send for approval and the client is notified.

Updates and files

The Updates tab is the project's conversation. Write an update, choose Internal or Visible to client, and post. System events (a milestone approved, a file shared) appear in the same live feed.

In Files, upload deliverables straight from your computer. Each file is internal or visible to the client, and everyone with access can download it. Never upload passwords or patient records: share access through a password manager instead.

Change requests

Anything outside the agreed scope goes through a change request, so the client always sees the price and the effect on the deadline before any work starts.

Support tickets

After launch, clients send requests from Support. Each ticket carries a reply deadline from the client's Care plan, counted in working days (Sunday to Thursday, Algiers time): Care Site 2 days, Care App 1 day, Care Priority the same day. Urgent tickets are always due the same day.

Time tracking

Hours feed two things: the client's Care plan usage and each project's profit. There are two ways to log them.

Team workload

Managers open My work → Team to see, for each person, the hours planned this week (from task estimates) against their weekly hours. Over 100% turns red. Each card also shows open and overdue tasks, tickets, hours logged and next week's load. Change someone's weekly hours with the link at the bottom of their card.

04

For clients.

Your client space shows where your project stands, what's waiting on you, every file we share and every invoice, in English, French or Arabic. You never have to ask for an update.

Your home

Your home opens on your project's progress and its next milestone. Waiting on you lists exactly what we need from you: an approval, an onboarding form, a change to decide on or an invoice to pay. Below are the latest files and updates.

The onboarding form

At the start of a project you get a short form for your service: your business, your audience, your brand, the people who approve work, and the accounts we need. It takes about ten minutes.

1. Press Start on the onboarding card on your home page.
2. Answer step by step. Every answer saves as you go, so you can stop and come back. Questions marked Required must be answered.
3. Upload files where asked: logos, brand guides, photos.
4. Review and send. The team is notified and can read your answers at any time.

Approving work

When a milestone is ready you get an email and a card on your home page. Open it, review the work and the files, then choose:

Asking for something new

For anything outside the agreed scope, open your project's Changes tab and press Request a change. We reply with a price and the effect on the timeline. Nothing starts until you press Approve.

Invoices

Client admins see Invoices in their menu: every invoice with its status and balance. Open one to read it, print it or save it as a PDF. Payment terms and bank details are printed on the invoice.

Getting help

Open Support → New request, say what you need and pick a type: something broken, a small change, a content update, a question. Tick Urgent only if your site or app is down or unusable. You'll see when to expect our first reply, and how many of your Care plan's hours are used this month.

05

Sales, from first call to signature.

The pipeline keeps every prospect, every conversation and every follow-up date in one place. Proposals go out as a link the client signs online, and a signature turns the lead into a client.

The pipeline

Leads move through five stages: New Contacted Call booked Proposal sent and finally Won or Lost. Drag a card to another column, or open the lead to update it. The bar on top shows open pipeline value, deals won this month, win rate and follow-ups due.

A lead's page

Everything about one prospect: contact details with a WhatsApp button, sector, source, estimated value, package and owner. The timeline keeps notes, calls, emails and meetings. Always set the next step and its date, so nothing falls through.

When the deal closes, press Mark as won. Qafza OS creates the client (or reuses an existing one) and offers Start the project with the right package already chosen. Mark as lost asks for the reason, which feeds the win rate.

Proposals

1. Create the proposal from the lead. The scope, timeline, payment schedule and revision rounds come from the package.
2. Edit the cover letter, scope and prices in the client's language (EN, FR or AR). A warning appears if the payment schedule doesn't add up to 100%.
3. Send. The client gets a branded email with a link. You can also copy the link or share it on WhatsApp.
4. Follow its status: Draft → Sent → Viewed → Signed or Declined. You're notified when it's opened and when it's signed.

Online signing

The client opens the proposal without an account, reads it, then signs: they type their name and role, and draw or type their signature. Their name, the time, their IP address and browser are kept with the signature. Signing marks the lead as won.

06

Money, clearly.

Invoices come from milestones, payments are recorded as they arrive, expenses are logged, and every project shows what it really earned after the team's time and costs.

Invoices

1. Invoice a milestone from the project's Money tab: the amount is the milestone's share of the fee (for example 30%). Or create any invoice from Finance → New invoice.
2. Check the items, currency and due date. Invoices are numbered automatically (QFZ-2026-0001…).
3. Mark as sent. The client is notified and sees it in their space. Unpaid invoices past their due date turn Overdue by themselves.

Payments and receipts

Press Record payment on an invoice: amount, method (bank transfer, card, cash, other), reference and date. Part payments make the invoice Partly paid; the full amount makes it Paid. Cash payments get a numbered receipt, as Algerian clients expect.

Expenses

Log what Qafza spends: contractors, software, hosting, ad spend and the rest, in any currency. Link an expense to a client or project, and tick Bill back to client for costs you pass on. Expenses linked to a project (and not billed back) reduce its profit.

Profit per project

The Profit tab answers the question that matters: which work actually makes money.

Two settings at the bottom of the tab make the numbers true:

07

Running the workspace.

People, roles, documents, packages and branding. These pages are for the owner and admins, and they decide what everyone else sees.

Team and clients

1. Invite a team member from Team: name, email, type (team member, freelancer, partner), job title and roles.
2. Add a client from Clients with their company name, country, currency and website.
3. Invite the client's people from the client's page. Tick Client admin for the person who approves work and sees invoices.
4. Send the link. It is emailed automatically; you can also copy it and send it on WhatsApp. It works once.

Roles and permissions

A role is a set of permissions. Qafza OS comes with the roles below; you can change any of them, or add your own, in Settings → Roles & permissions. A person can hold several roles. Only the owner can give the Owner role.

"Assigned" means the projects that person has been added to. "All" includes managing projects or clients; Finance roles can view clients but not edit them.

The library

The library holds Qafza's documents: playbooks, templates, offers, contracts. Every document has an access level, and people only see what their level allows: Owner only Leadership Sales Whole team One role Freelancers One client Everyone. Upload a file or link to one.

Settings

Branding

Workspace name, main and accent colours, logos for dark and light backgrounds, custom domain. The whole app, emails and invoices follow it.

Roles & permissions

The matrix of roles and what each can do. Add a new role for a new job.

Packages

Prices per package and currency (USD, DZD, EUR, TRY), and each Care plan's reply time and hours per month.

Onboarding

The questions each service's onboarding form asks, in English, French and Arabic. New projects copy the current questions.

Invoicing

Legal name, address, contact email, invoice prefix, payment terms in days, bank details and the footer line printed on every invoice.

08

Who sees what.

Access is checked by the database on every request, not just hidden in the menu. If a page isn't in your menu, it can't be opened with a link either.

"Delivery" is developers, designers, SEO, social, ads, writers, QA and support. "Assigned" means projects they've been added to. Admins see everything except finance. Roles can be changed in Settings, so your workspace may differ.

09

Reference.

Statuses

Shortcuts and formats

Ctrl K · ⌘ K

Open search from anywhere. ↑ ↓ to move, Enter to open, Esc to close.

Time

1:30 = 1 hour 30 · 45m = 45 minutes · 2h = 2 hours · 1.5 = 1 hour 30 · 90 = 90 minutes.

Task estimate

Hours, as a number: 4 or 2.5.

Working days

Sunday to Thursday, Algiers time. Reply deadlines count only these.

Revision rounds

2 per stage, unless the package says otherwise.

Ticket numbers

Type #14 in search to open ticket 14.

Questions