Documentation
How to set up NeoKivo, move your pipeline in, and connect it to the tools you already use. Start with the guides below, or jump straight to the developer reference for webhooks, the REST API, and the MCP server.
Getting started
Set up your workspace and move your pipeline in.
- Create your workspaceSign up, name your workspace, and start your 14-day trial. No card required, and your data stays yours even if the trial runs out.
- Import your pipeline from a CSVMove your contacts, deals, and notes into NeoKivo from a CSV. The import wizard reads your file in the browser, maps columns for you, and lets you resolve owners and stages before anything is saved.
- Invite your teamBring teammates into your workspace from Settings → Members. Invites go out by email, seats are billed on a flat-then-per-seat model, and new members land straight in the workspace.
- Keyboard shortcutsThe command menu, the context-aware C shortcut, and the other real keyboard shortcuts built into NeoKivo.
Core concepts
The ideas NeoKivo is built on: deals, next actions, and Focus.
- Next actions and the Focus pageEvery deal in NeoKivo carries at most one open next action: the single concrete step, with a due date, that moves it forward. Focus collects the ones that are due so your day starts with follow-ups, not a scroll through the pipeline.
- Pipelines and stagesA pipeline is an ordered set of stages a deal moves through. A workspace can run several pipelines side by side, each with its own stages, and a deal belongs to a pipeline through the stage it sits in.
- Deal healthEvery open deal gets a health score out of 100, computed live from four signals: whether it has a next action, whether that action is overdue, how recently anything happened, and whether the expected close date has passed.
- Workboards: your private view of the workA workboard is a personal kanban of the deals you are working on, organized by what you need to do next. It is private to you, and moving cards never touches the shared pipeline.
Features
Working with pipelines, contacts, documents, and reports.
- DealsCreate a deal, work it from its detail page, and move it to won or lost. How the stepper, composer, timeline, and rail fit together, and how archive differs from delete.
- Contacts and companiesThe People and Companies pages, contact fields, stakeholder roles on a deal, the keep-warm signal for cold contacts, and bulk actions.
- Custom fieldsAdd your own fields to deals, contacts, and companies: the four field types, the 50-per-entity cap, how to create one, and how financial fields are hidden from people without finance access.
- Saved viewsSave a filter combination on the pipeline board so you can get back to it in one click. What gets saved, how to manage a view, and who can see it.
- DocumentsUpload files, get them tagged and previewed automatically, link them to deals and contacts, and trust that deal-restricted documents stay restricted.
- EmailCapture email by BCC, receive replies on your own domain, send from a deal with a connected Gmail account, and see it all land on the deal timeline.
- NotificationsThe bell and the /notifications inbox, the eight notification categories, per-category in-app and email preferences, and how notifications get marked read.
Money
Invoices, accounts receivable, and commission splits.
- Invoices and accounts receivableTrack customer invoices in NeoKivo, link them to deals, and watch what is outstanding with the AR aging view. Five statuses, one amount per invoice, no accounting software required.
- Commission splits on dealsRecord who earns what on a deal: percentage or fixed splits, paid to teammates or people outside your workspace. Percentages track the deal value automatically.
- ContractsThe Contracts section is your documents library filtered to one thing: every document tagged as a contract, workspace-wide, with uploads filed as contracts automatically.
- Required documents on dealsDefine the paperwork a deal needs — per stage or for every deal — and choose whether a missing document merely nags or actually blocks the deal from advancing.
Access control
Roles, permissions, deal visibility, and the audit log.
- Roles and permissionsThe six built-in roles, how custom roles work, and what each permission in the Settings → Roles matrix actually controls.
- Deal visibilityThe four visibility levels a deal can have, who gets explicit access regardless of visibility, and what happens when you narrow a deal that people currently see.
- Deal collaborationThe Primary Owner, Co-Owners, Collaborators, and Followers on a deal — what each can do, how it affects editing, and what happens on owner reassignment.
- Teams, the audit log, and trashHow teams and team managers work, what the audit log actually records, and how deal trash and restore are scoped.
Integrations
Webhooks, the REST API, the MCP server, and email capture.
- API keysOne key mechanism authenticates the REST API, the MCP server, and Zapier. Here is how to create one, what it can do, and how revoking it works.
- The REST APINeoKivo's public API at /v1 lets any script or platform read deals and create records. Every endpoint, real request/response examples, and how errors look.
- WebhooksSubscribe a URL to deal events and NeoKivo POSTs a signed payload as they happen. The event catalog, delivery and retry behavior, and what happens when a webhook stops working.
- Verify webhook signaturesEvery NeoKivo webhook is signed with HMAC-SHA256 so you can prove it came from us and was not replayed. Here is the exact scheme and a Node.js verifier that checks the signature and rejects stale deliveries.
- Connect ZapierNeoKivo's Zapier app watches for new deals, stage changes, and due actions, and can create deals or contacts from any Zap. Here's the trigger/action list and how to connect.
- Connect Claude and other AI assistants (MCP)NeoKivo runs a Model Context Protocol server, so an AI assistant like Claude, Cursor, or ChatGPT can read and act on your pipeline directly. Create an API key, point your client at the server, and start asking.
AI
The Copilot, suggested next actions, and AI credits.
- CopilotNeoKivo's built-in assistant: ask it about your pipeline, or let it make changes for you. It answers with numbers and lists, not just prose, and always asks before it deletes anything.
- Suggested next actionsNeoKivo watches for deals that have gone quiet and proposes a concrete next step. Nothing is written to the deal until you accept it.
- AI credits and limitsHow NeoKivo's AI usage is metered: a free monthly allowance, optional top-up credits, and what's unmetered.
- Language settingsSwitch NeoKivo between English, Japanese, and French from Settings → Account.
Account & billing
Seats, plans, trials, and exporting your data.
- Billing and seatsHow NeoKivo Pro pricing works, how seats are counted, what happens when you add or remove teammates, and where to find your invoices.
- Your trial, and what read-only meansFourteen days of full Pro with no card required, and exactly what changes if a trial or subscription lapses.
- Your data: export, deletion, and retentionWhat you can export and when, how to delete your account, and the retention window that protects you if a workspace lapses by accident.
- Security overviewA plain account of how NeoKivo protects your data: authentication, encryption, access control, and how we handle disclosures.
Can't find what you need? Email hello@neokivo.com.