Turn your internal processes into a system that works
Custom business systems shaped around the processes you already have: repetitive work automated, and dashboards so every decision has a number behind it.
Three situations we see a lot
Most companies who come to us aren't missing a system. Their system just doesn't match how the work is actually done.
One task spread across five places
- Leave requests in chat, quotes in Excel, stock on a whiteboard.
- The same record gets typed in three times by hand.
- You find out at month-end that the numbers don't reconcile.
How we handle itStart by counting how many times the same record gets re-entered. Those paths are the first thing we build.
Approvals stuck on one person
- Nobody knows whose desk the paper form is on.
- The boss travels and the whole process halts.
- Afterwards there's no record of who approved what.
How we handle itApprovals move online, approved from a phone, with a timestamp and a record at every step.
You bought a system and nobody uses it
- A full suite of features, less than a third of it used.
- The interface doesn't match the order people actually work in.
- Staff quietly go back to Excel.
How we handle itWe build the interface around your current process instead of asking you to change it. Modules you won't use don't get built.
What we build
Pick what you need; you don't have to take all of it. Each part can go live on its own and connect to the rest later.
People & organisation
- Attendance, leave, overtime and shifts.
- Employee records, onboarding and offboarding, training history.
- Project management: tasks, hours, progress and milestones.
How we handle itWe usually don't calculate payroll ourselves — we connect to your payroll system or your accountant's format.
Customers & sales
- CRM: accounts, contacts, follow-up history.
- Quotes, orders, shipping and payment status.
- Sales dashboards broken down by rep, product and period.
How we handle itQuote layouts match the ones you already send, so nothing changes for your customers.
Materials & assets
- Purchase requests, comparisons, receiving and payment.
- Stock movements, counts, low-stock alerts.
- Maintenance schedules, repair tickets, asset history and parts.
How we handle itAssets get a QR code, so repairs and history can be handled on a phone on the floor rather than back at a desk.
Documents & knowledge
- A knowledge base you can question: procedures, policies, past cases.
- Contracts, invoices and forms recognised and filed.
- Versions and permissions — who changed what is traceable.
How we handle itDocument recognition and Q&A run on our own RAG work; the detail is on the AI Systems page.
The shared foundation underneath
Whichever part you start with, these four are involved. Building them properly in the first phase means later modules don't start from scratch.
Approval flows
- One engine for leave, purchasing, quotes and sign-offs.
- Stages, delegates and amount thresholds are yours to configure.
- Approve from a phone, with a record at every stage.
Permissions & audit
- Visibility split by role and department.
- Who changed which record, and when.
- Accounts revoked on the last day; the data stays.
Reports & dashboards
- The numbers you check often, built into a dashboard.
- Filter them yourself, export to Excel yourself.
- Click a figure and see the records behind it.
Integration with what you run
- Direct API where one exists, a middleware layer where it doesn't.
- Old data cleaned, fields mapped, migrated in batches.
- Accounting, payments and commerce platforms carry on as they are.
Pricing
Priced on the number of modules and how complex the processes are. The actual figure is confirmed in a quote once the audit is done and the scope is clear.
Single module
Usually includes:One module that can go live on its own (leave approvals, asset repairs, quotes), 6–10 weeks, including the shared accounts, permissions and approval layer.
Affects the quote:Number of forms and processes, complexity of the approval stages, whether it connects to existing systems.
Final price is confirmed once the scope is clear · First consultation is free
Multi-module
Usually includes:Two to four modules sharing one set of data and approvals, 3–5 months, including data migration and a pilot round.
Affects the quote:Number of modules, how many existing systems to integrate, how clean the old data is.
Final price is confirmed once the scope is clear · First consultation is free
Company-wide
Usually includes:Full cross-department rollout, 6 months or more, including process redesign recommendations, phased launch, training and knowledge transfer.
Affects the quote:Number of departments and users, depth of customisation, whether on-premise deployment is needed.
Final price is confirmed once the scope is clear · First consultation is free
Maintenance (optional)
Usually includes:Ongoing improvement and small additions, system monitoring, backup verification, dependency and security updates. Billed annually, payable monthly.
Affects the quote:Number of modules and users, how many development hours are reserved each month, required response time for faults.
Final price is confirmed once the scope is clear · First consultation is free
Data audit & migration (optional)
Usually includes:Find where the data lives, map the fields, clean it, move it into the new system and verify record by record. Can be done on its own.
Affects the quote:Number of sources and records, how consistent the formats are, how many years of history to move. We need to see your actual files before giving a number.
Final price is confirmed once the scope is clear · First consultation is free
Either optional item can be done on its own, and stopping there is fine — the output is yours. Servers and third-party services are billed separately, under accounts in your name.
How it works
After the audit you get a recommendation on which part to build first and why. Read it, then decide whether to go on.
- 01
Process audit
- We start with what you want solved, then check the detail with the people doing the work.
- List what your current tools do and which third-party services they connect to.
- Map the process and data flow, and rank what to build first.
- 02
PoC and specification
- One module built as a working PoC and run on real data.
- Compare how it actually feels against what you expected — this is the cheapest point to change it.
- Produce the architecture diagram and the specification, with acceptance criteria written in.
- 03
Build and pilot
- Incremental release: each finished feature ships as it's done.
- One department runs it for real first; it spreads once that's stable.
- Old data is migrated and backed up in parallel, with both systems running side by side for a while.
- 04
Launch and handover
- Full testing and formal acceptance.
- Training and written operating procedures.
- Source code, database and documentation delivered.
Common questions
Why not just buy an off-the-shelf ERP?
If your processes are straightforward and you're willing to work the way the package works, buying is cheaper — and we'll tell you so. Custom pays off in three cases: the process itself is your competitive advantage; your industry has specific or regulatory requirements the package simply has no fields or records for; or bending an existing system to fit costs more than building it.
Do we have to replace everything we currently run?
No. Accounting, payments and commerce platforms that work fine stay. We connect the new parts to them. What usually gets replaced is the stuff that is, in practice, a spreadsheet.
Does it all have to be built at once?
One module at a time. Start with the one that hurts most, get it running, then add the next. Accounts, permissions and approvals are built properly in the first phase so later modules don't start over.
How does the old data get moved?
The audit phase looks at what your data actually looks like. What can be converted automatically is; mismatched fields get cleaned first; history can be moved in batches or limited to recent years.
Can we change things ourselves after launch?
Form fields, approval stages and report filters are built to be adjustable from an admin screen. Changes to the logic need engineering — either through the maintenance plan or quoted separately.