AAFLOW: audit recommendation management that replaced Excel
AAFLOW is audit recommendation management software built for a client — an audit consultancy that offers it to municipalities, hospitals and state-owned companies. It replaced Excel files and manual reminders with one process, while sensitive recommendation texts stay on the client's side.
- Problem
- 200+ audit recommendations lived in Excel files. Reminders were sent by hand, management had no overview, and deadlines were missed. On top of that, the data is sensitive.
- Solution
- A program that automates the whole life cycle of a recommendation: entry, assignment, evidence, approval or return — and an automatic “overdue” status when a deadline passes. E-mail reminders 30, 14 and 7 days before the deadline plus a quarterly summary, a management dashboard and five user roles from auditor to board. AI management reports use statistics only. A hybrid architecture keeps all data in the desktop app on the client's side, while a central server on Hetzner in the EU handles only accounts, licences and updates.
- Result
- Live: a desktop app with automatic updates and aaflow.eu in English and Latvian. Surveys, event registrations with invoices and a knowledge base run on the same platform.
Key facts
- 200+ audit recommendations previously kept in Excel files
- Status flow: New → Assigned → In progress → Submitted → Implemented or Returned; Overdue is set automatically
- E-mail reminders 30, 14 and 7 days before a deadline, plus a quarterly summary
- 5 user roles, from auditor to board, with evidence file uploads
- The AI receives statistics only (counts and percentages); recommendation texts never leave the client's infrastructure
- Desktop app with automatic updates; the central server on Hetzner in the EU handles only accounts, licences and updates
- Security: login attempt limits, services reachable only locally on the server, request rate limits
- Electron
- React
- TypeScript
- Vite
- Node.js
- Express
- SQLite
- PostgreSQL
- Docker
- Nginx
- Anthropic Claude API
- Groq
- Recharts
- GitHub Actions
- Hetzner
From Excel files to one recommendation workflow
Every recommendation moves through clear statuses, and each status has an owner. When a deadline passes, the status changes to “overdue” by itself — nobody has to check the spreadsheet.
- Entry, assignment, evidence, approval or return in one place
- Reminders 30, 14 and 7 days before each deadline
- A quarterly summary and a management dashboard
- Five roles, from auditor to board
Sensitive data stays on the client's side: a hybrid desktop architecture
The desktop app keeps recommendations and evidence with a local database on the client's side. The central server on Hetzner in the EU knows only accounts, licences and updates. AI writes management reports from statistics, never from the recommendation texts.
- Electron desktop app with automatic updates
- Local API and database on the client's side
- Central server in the EU for accounts, licences and updates only
- AI reports from counts and percentages only
What this means for your business
Any process with owners and deadlines that lives in Excel can work the same way: one list, automatic statuses, reminders before things slip and a dashboard for management.
- Compliance and audit actions
- Inspections and maintenance tasks
- Contract renewals and deadlines
- Quality issues and their follow-up
Questions
Who is AAFLOW for?
It was built for organisations that receive audit recommendations — municipalities, hospitals and state-owned companies — and is offered to them by an audit consultancy. The same pattern fits any company that tracks tasks with owners and deadlines in Excel: compliance actions, inspections, contract renewals or quality issues.
How does the AI handle sensitive data here?
The AI receives only statistics — counts and percentages — and writes management reports from them. The recommendation texts never leave the client's infrastructure. We follow the same rule in other projects: send the AI provider only what the job needs, and keep sensitive content on your own side.
Why a desktop app instead of a website?
Because the data is sensitive. The desktop app keeps recommendations and evidence files on the client's side, in a local database. A central server on Hetzner in the EU handles only accounts, licences and updates, and the app updates itself, so nobody has to install new versions by hand.
Still tracking tasks and deadlines in Excel?
Describe the process. We reply within 1 working day with a first idea and a price range.
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