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A custom business system connecting sales and operations

Bring sales, documents and daily operations into one system

In a growing business, orders arrive by email, customers live in a CRM, invoices in the accounting system and everything else in spreadsheets. Someone spends hours every week copying between them and checking which version is current. We build one system that connects this work, follows how your company actually sells and delivers, and gives everyone the same view. You can start with one process for €5–10k and add the rest when it pays off.

Book a call See our work
  • One system instead of five tools and a spreadsheet
  • A CRM that follows your sales process
  • Portals where clients and partners serve themselves
  • Weekly reports without copy and paste

Why it works.

  • 01

    Stop copying between tools

    Nobody should retype the same customer, order or invoice in three places. We connect the tools you keep and replace the ones you’ve outgrown.

    Less retyping

  • 02

    Your process, not a template

    Off-the-shelf tools make you work their way. A custom system follows how your company quotes, sells and delivers, including the exceptions.

    Fits your process

  • 03

    See the business at a glance

    Orders, open quotes, overdue invoices and team workload on one screen, updated as people work, not at the end of the month.

    Live overview

  • 04

    Grow without hiring for admin

    Reminders, documents and reports run on their own, so each new customer adds less admin than the last.

    Less routine admin

From enquiry to invoice, typed once.

A typical sales-to-delivery loop after the system is built. Each piece of information is entered once and reused everywhere it’s needed.

  1. A new enquiry arrives From a web form, an email or a phone call
  2. AI fills in the record Reads the email, picks out the customer, product and deadline, and creates or updates the record
  3. Someone sends the quote Built from your price list and templates, checked and sent by a person
  4. The order becomes tasks Jobs, documents and deadlines for the team; the details go to your accounting system
  5. Rules send reminders Quotes with no answer, unpaid invoices, deadlines coming up
  6. The weekly overview Sales, open orders and workload in one view, no spreadsheet
The AI step saves typing, but the system works without it. The bigger change is that the quote, the order and the invoice are one record.

What we’ve learned.

From the projects we’ve built in this area.

  • 01

    Define the outcome before development.

    Agree which job the team should complete without duplicate entry and how the pilot will verify it. When choosing the first version, these scenarios matter more than a long list of screens.

  • 02

    Start with the process that eats the most hours.

    List the weekly tasks that involve copying or chasing, estimate the hours each one takes and start with the biggest. With us, one process connected to one or two of your tools costs €5–10k, and within weeks it shows whether the rest is worth building.

  • 03

    Don’t build what you can buy.

    Accounting, payroll, email and file storage are solved problems. Keep them, and build only the part that is specific to how you work, such as quoting, job tracking or a client portal. The custom system connects to the rest.

  • 04

    Clean the data before you move it.

    Every move to a new system turns up duplicate customers, half-filled spreadsheets and three spellings of the same product. Plan a few days for cleaning and decide who owns each list from now on, or the new system inherits the old mess.

  • 05

    Use AI where the input is messy.

    AI is useful for reading emails and PDFs into records, drafting quotes and summarising the week. For calculations, approvals and anything with a clear rule, a rule is cheaper and more reliable. If a simple rule does the job, we use the rule.

What we can build.

  • Connected systems

    • One system instead of separate tools and spreadsheets
    • Links to your accounting, email and calendar
    • Import from your current spreadsheets
    • Roles and permissions for each team

  • Sales and clients

    • A CRM built around your sales stages
    • Quotes from your price list and templates
    • Client and partner portals
    • Order and project tracking

  • Operations and admin

    • Tasks, deadlines and reminders for the team
    • Documents from templates, signed online
    • Invoice and payment reminders through your accounting system
    • Scheduled reports by email

  • AI that saves typing

    • Emails and PDFs read into records
    • Draft replies and quotes for a person to check
    • A weekly summary for management
    • Answers to questions about your own data

Spreadsheets, off-the-shelf software or a custom system?

Most growing businesses use all three at some point. The question is which one should hold your core process.

SpreadsheetsOff-the-shelf softwareCustom system
Cost to start None Monthly per-user fee From €5k, one-off
Follows your exact process Partly Partly Yes
Connects your other tools No Partly Yes
Clear history of who changed what Partly Yes Yes
You own the system Yes No Yes
Who decides what changes You The vendor You
If an off-the-shelf tool fits most of your process and the gaps are minor, buy it. Custom pays off when the missing part is the one your business depends on.

Projects like this.

What we’ve built for clients in this field.

  • Recruitment system

    Transfer International

    Recruitment operations platform · Europe

    The problem

    The business needed one internal system for candidate data, documents and connections to external job portals.

    What we built

    • Candidate and process management
    • Document handling
    • External portal integrations
    • Operational data in one place

    What changed: Candidate records, documents and job portal connections managed in one system.

  • Custom CRM

    OnePos

    Custom CRM replacement · Europe

    The problem

    The company had outgrown a generic CRM that no longer matched how it managed sales and operations.

    What we built

    • Custom pipeline logic
    • Client and workflow visibility
    • Dashboards and internal process support

    What changed: A CRM with the sales stages, client records and dashboards the company needed.

  • Operations software

    Treva

    Operations platform · Europe

    The problem

    The company needed a more connected system for project delivery, planning, know-how and warehouse work.

    What we built

    • Project and planning tools
    • Internal wiki
    • Warehouse support

    What changed: Project planning, shared instructions and warehouse tools in one system.

How the first version comes together.

A typical timeline. We confirm yours after the project workshop.

  1. Day 1

    30-minute call

    You walk us through the tools you use and where the time goes. You leave with what to build first and a rough price.

  2. Week 1

    Project workshop

    We map the process with the people who do it, list the tools to connect and agree a fixed price before the build starts.

  3. From week 2

    Build in 2-week stages

    A working demo every week. Your team tries it with real data early and tells us what doesn’t fit.

  4. Launch

    Switch over

    We import your data, train the team and keep the old way available for a short overlap if needed. You own the code, the repositories and the accounts.

  5. +3 months

    Free bug fixes

    Then optional monthly support, or the next process on your list.

Our past projects took 6 weeks to 3 months to reach a first version.

Case studies.

Systems we’ve built that are close to this one.

  • Transfer International

    HR & Recruitment · Slovakia

    Candidate and employee management

    Workforce platform for temporary staffing, recruitment, compliance checks, and payroll administration

    Read the case study

  • Treva

    Construction · Bratislava, Slovakia

    Managing construction projects

    A construction project platform combining progress dashboards, assigned tasks, documents and team collaboration.

    Read the case study

  • Novuma

    Healthcare · Bratislava, Slovakia

    Health checkups portal and booking system

    Novuma provides preventive health checkups for thousands of customers and manages their patient records.

    Read the case study

Further reading.

  1. How to bring generative AI into your company: a 90-day plan A practical 90-day plan for generative AI: pick the first process, assign owners, choose tools, run a checked pilot, manage risks, avoid stalling. Read the article
  2. What an AI project really costs: build, run and maintain The three costs of an AI project, typical build prices, a worked example of monthly running costs and the levers that keep the bill under control. Read the article
  3. How to find the first AI use cases worth building A four-step method to find AI use cases in your company: list repetitive work, estimate the hours, check risk and data, then score and pick one or two. Read the article

Questions people ask.

Is custom software realistic for a small business?

It can be, if the process it replaces costs you real time. A simple tool connected to one or two of your systems costs €5–10k with us. An illustration: five hours a week saved at €25 an hour comes to €5,750 over 46 working weeks. If the numbers don’t add up, an off-the-shelf tool is the better choice and we’ll tell you so.

Do we have to replace everything at once?

No. We start with the process that takes the most time and connect it to the tools you keep. Other parts follow when the first one has proved its worth.

Can you build a custom CRM?

Yes. Replacing or extending a CRM is a common reason businesses come to us. If HubSpot or Pipedrive already does most of the job, we can keep it and build only what’s missing around it.

Will it work with our accounting software?

Usually yes. Most accounting and invoicing tools have an API or an import format. We check what yours allows before we quote, and if there is no way in, we design around it, for example with a regular export.

How long does it take?

Our past projects took 6 weeks to 3 months to reach a first version. You see a working demo every week, so you can change direction early instead of at the end.

Where does AI fit in a small business?

Where the input is messy and the work is repetitive, such as reading emails and PDFs, drafting quotes and replies, or summarising the week. A person checks anything that goes to a customer. For sensitive data we use providers with EU hosting or self-hosted models.

Who owns the software?

You do. At launch you get the code, the repositories and the accounts. We fix bugs free of charge for 3 months, then you can choose monthly support or have another developer take over.

What happens when the business changes?

The system changes with it. New features are added in the same 2-week stages, and because you own the code, you are never tied to us for the next step.

How is a business system different from a CRM or ERP?

A CRM focuses on customer relationships and sales, while ERP usually connects a broader set of business operations. A custom business system starts with a specific workflow to connect or extend. It does not have to replace accounting or every existing application.

What do you need for an initial estimate?

One workflow, a list of user roles, an anonymized data sample and the names of systems to connect. The estimate separates confirmed scope, assumptions and items needing technical verification.

Which process takes your team the most time?

Show us the tools and spreadsheets you use today. We’ll tell you which process to connect first and roughly what it would cost.

JurajCEO, QikBuild

You leave the call with

  • What we would build first
  • A rough price range
  • Whether custom software makes sense for you
Book a 30-minute call

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