An AI office admin for small businesses
For owners and office managers who do the admin themselves, between everything else, and would like the rule-based part of it to take care of itself.
Short answer
OpenClerq is a free desktop app that takes rule-based admin off a small business: prices, margins, VAT and expense claims run as formulas that give the same answer every time, reminders run on a schedule, and an AI model — on your own computer or under your own key — explains the figures and drafts routine messages. Every run is recorded with what it cost.
The admin that never gets easier
- Working out a selling price from cost, markup and VAT — and the margin that leaves.
- Mileage and expense claims at the agreed rate.
- Remembering the VAT return, the insurance renewal, the month-end tasks.
- Writing the same kind of message to customers and suppliers, again.
What OpenClerq does for a small business
| Task | How | Status |
|---|---|---|
| Price, VAT and margin from cost | A formula spec, same answer every time, with a proof record | Today |
| Mileage and expense claims | A formula at your agreed rate | Today |
| Quick percentages | Type "add 20% to 64" in the Ask panel; the engine calculates, the model explains | Today |
| Deadline and month-end reminders | Scheduled triggers, recorded as runs | Today |
| Drafting routine messages | The Ask panel, with a local model or your own API key | Today |
| Knowing what the AI costs | The cost of every run is recorded; a local model costs nothing per use | Today |
| Checking an exported sales or expenses file directly | The tool-calling loop, from a folder you allow | 0.6 |
| A worker built around your tools and routine | A custom module | Module |
Example: price, VAT and margin in one go
{
"spec": {
"formulas": {
"price_net": "round(cost * (1 + markup) * 100) / 100",
"price_gross": "round(price_net * (1 + vat_rate) * 100) / 100",
"margin_pct": "round((price_net - cost) / price_net * 1000) / 10"
},
"output_names": ["price_net", "price_gross", "margin_pct"]
},
"inputs": { "cost": 40, "markup": 0.6, "vat_rate": 0.2 }
}A cost of 40 with a 60% markup gives a net price of 64.00 and 76.80 with 20% VAT — and a margin of 37.5%, which is where people often get caught out: a 60% markup is not a 60% margin. The model can explain that difference in a sentence; the engine makes sure the figures are right.
Mileage at an agreed rate is one line: round(km * rate_per_km * 100) / 100 — 312 km at 0.45 gives 140.40.
Getting started in an afternoon
- Install OpenClerq from the releases page — macOS or Windows. The calculation engine and gateway start with the app.
- Choose a model. Install Ollama for a free local model (how), or paste an API key from a provider you already use.
- Write your three most common calculations as formulas. Price from cost, VAT, expenses.
- Add your reminders as schedules. Month-end, VAT deadlines, renewals.
- Check the run history after a week. See what ran, what it said and what it cost.
What stays with you
- Prices you actually charge, and every decision about customers and suppliers.
- Sending anything — OpenClerq drafts; it has no email integration.
- Filing and paying taxes.
Frequently asked questions
Is OpenClerq really free?
Yes. It is open source under the MIT licence. With a local model there is nothing to pay per use; with a cloud model you pay your provider directly, and OpenClerq shows what each run cost.
Do I need to be technical to use it?
The installers start everything for you. Writing formulas is closer to writing a spreadsheet formula than to programming. Some settings, such as choosing a local model, still involve editing a configuration file.
Does it work with my accounting software?
Not directly. It works from the figures you give it. A worker connected to your own tools is something we build as a module through Clerq for Business.
Will my business data be sent to an AI company?
Not with a local model — then nothing leaves your computer. With a cloud model, only what you send in a request goes to that provider, and the context preview shows it before it is sent.