CRM, ERP and custom business systems

What problems it solves

In most companies the work is spread across five places: customers in one program, quotes in Excel, tasks in a chat, mail in personal inboxes and the service schedule on a whiteboard. Every hand-off between them is manual, and something can get lost at each one. A customer who was promised a call never gets one. A machine sold three years ago has no history when it comes in for repair.

Off-the-shelf CRMs solve part of this, but they expect your process to adapt to them. You pay per user, so drivers and technicians stay outside the system and keep working on paper. The report you need is missing, and the setting that would give it to you is only available on a more expensive plan.

We build the system around what your people do every day. Every employee gets access, because there is no per-user fee, and each one sees exactly their part of the work.

How it works

Here is an example from an equipment dealer whose sales, service and transport run in one system. The same logic works for wholesale, services and manufacturing.

1. A new customer is entered once. If a record with the same company ID already exists, the system stops the duplicate at entry, and the sales rep becomes the customer's owner.
2. The customer moves through stages: contact, meeting, quote, negotiation, contract, invoice. At each stage the system creates the next task according to rules the manager sets.
3. The quote is put together from the catalogue and sent to the customer as a PDF. The stage is marked automatically.
4. The sold machine goes into the customer's register. From then on, service visits, warranty cases and replaced parts are recorded against it.
5. The service desk assigns jobs by technician and by day. The technician closes the job at the customer with a signature on the phone, and the card goes to invoicing.
6. Delivering the machine is a job with a driver, a vehicle and a handover protocol.
7. On the dashboard the manager sees what is overdue, what is waiting for approval and which deals are stuck.

Roles and permissions: everyone sees their part

Roles have a real purpose. Sales reps see their own customers and tasks. Technicians see their schedule. Drivers see their deliveries. The accountant sees the documents. The owner sees everything.

When someone says they cannot see something, the administrator clicks "log in as", sees exactly their screen and then switches back. Nobody has to guess over the phone which button is missing.

If you run two or more companies, they work in one system with separate settings: couriers, VAT rates, mailboxes, per-channel rules. Customers and stock are not entered twice.

What you get

• One system instead of five programs and a spreadsheet.
• Tasks created automatically when a deal changes stage, so nobody has to remember them.
• Team chat and mail inside the system, with no personal inboxes or chats used for work.
• A dashboard for the manager showing what needs a decision today.
• A built-in manual and a list of the team's requests, so the system develops according to real needs.
• Roles and permissions by job, with "log in as" for checking.
• The source code and the data. The system is yours, with no licences and no user limits.

What it connects to

A CRM usually sits at the centre of the work. We connect it to the programs you already use and to our other modules where that makes sense.

• Online stores: Shopify and WooCommerce. Orders and customers come in automatically.
• Mail servers over IMAP: mail is read directly and nothing is copied.
• Couriers: Speedy and the other couriers we work with. Shipments start from the order.
• Invoicing and documents: an invoice from a closed job or order.
• A mobile app for field staff that also works offline.
• Registers such as VIES to check a business customer's VAT number.

How we start

First we listen to how one real working day goes, from the customer's call to the payment. Then we build the part that causes you the most trouble and put it to work. Further modules come in stages, each on top of what already runs. The system is in use from the first weeks, without you waiting for a year of development.