Tasks, approvals and shared records in one place, connected to the tools you already use
When work runs through spreadsheets, email and chat, nobody can see what is stuck, and the same data gets typed into three systems. We build internal tools around the way your team already works: one shared record, clear statuses, approvals with a named owner and reminders when something waits too long. The tool connects to your CRM, accounting and HR systems, so data is entered once. The report someone used to put together on Friday afternoon is simply there.
The situations where teams usually call us.
Your team runs a critical process on a spreadsheet that only one person fully understands.
Requests and approvals get lost in email, and people chase each other on chat to find out where things stand.
The same customer or employee details are typed into the CRM, a spreadsheet and the accounting system.
Management waits for someone to put a weekly report together by hand before they can see what’s happening.
Off-the-shelf tools cover most of your process, but the steps that make your business different happen in workarounds.
Most internal processes look much the same, whether it’s a purchase request, a new hire or a change to a client contract.
From the projects we’ve built in this area.
ZAP 2.0 for Transfer International connects candidates, clients, employment assignments, documents and branch reporting. For your project, we choose a narrower first journey and verify that the team can complete it in one system.
1
A first version that fully replaces one spreadsheet is worth more than a half-built system for the whole company. Pick the process with the most hand-offs or the most chasing, launch it, and let the team ask for the next one.
The spreadsheet your team uses today holds years of small decisions: the extra columns, the colour codes, the note in cell H4. We go through it closely in the workshop. Tools that ignore it get resisted. Tools that start from it get used.
Most internal tools fail quietly: they work, but nobody updates them, and the spreadsheet comes back. Each status needs one person responsible for moving it on, and reminders go to that person, not to a group channel.
If something happens twice a month and takes five minutes, a checklist is fine. Automate what happens daily, what breaks when it’s typed twice, and what people wait on. The rest can stay manual until it starts to hurt.
For many teams the honest answer is a spreadsheet or a ready-made tool. This is where each one stops working.
| Spreadsheets and email | Off-the-shelf work tool | Custom internal tool | |
|---|---|---|---|
| Ready to use | Today | In days | In 6+ weeks |
| Upfront cost | None | Low | Fixed build price |
| Follows your exact process | Partly | Partly | Yes |
| One shared, up-to-date record | No | Yes | Yes |
| Connected to your other systems | No | Partly | Yes |
| Approvals with a history | No | Partly | Yes |
| Cost as the team grows | Low | Depends on licensing | Depends on operations and support |
A typical timeline. We confirm yours after the project workshop.
Week 1
Workshop with the people doing the workWe sit with the team that runs the process, go through its spreadsheets and emails, and agree what the first version covers. You get a fixed price before the build starts.
Weeks 2–5
Build in two-week stagesRecords, statuses, approvals and the first integration. A working demo every week, tried by the people who’ll use it.
Week 6
Move the team overWe import the spreadsheet data, run old and new side by side for a short time, then retire the spreadsheet.
Then
Add the next processReports, more integrations or the next team. You own the code and accounts, and bug fixes are free for 3 months.
Systems we’ve built that are close to this one.
Workforce platform for temporary staffing, recruitment, compliance checks, and payroll administration
Read the case study
College-access platform for recruitment, scholar success, and alumni tracking
Read the case study
A construction project platform combining progress dashboards, assigned tasks, documents and team collaboration.
Read the case studyNo. Most internal tools sit next to your CRM, accounting and email and connect to them. We replace a tool only when it’s the cause of the problem, and then we move its data over.
A simple tool for one process, connected to one or two systems, typically costs €5–10k. A connected system with 10+ features and several integrations is usually €10–30k. You get a fixed price after the project workshop, before any build starts.
Usually within 6 weeks to 3 months. You see a working demo every week, and the first process can go live before the rest is built.
That’s the main risk, so we plan for it from the start. The people who run the process join the workshop and try the demo every week. The tool starts from their spreadsheet, and the first screen shows what each person needs to do today.
No. Smaller teams often feel the problem most, because one person’s spreadsheet runs a process the whole company depends on. A first version can cover just that process.
Yes, where it saves real time: reading incoming emails or PDFs into a form, drafting replies, or summarising a case for the person approving it. If a simple rule does the job, we use the rule, because it’s cheaper and easier to check.
Each person sees only what their role allows, down to single fields such as salaries. Logins can use your Microsoft or Google accounts with two-factor authentication, and every change is recorded with who made it.
You own the code, repositories and accounts from launch. Bug fixes are free for the first 3 months. After that you can choose monthly support or hand it to your own developers.
The agreed workflow, roles, records, integrations, import scope and acceptance scenarios. We separate development from external licenses, hosting and operational support. If an interface is unverified, we first propose checking its capabilities.
In the pilot, complete a normal case and an exception from start to finish. Check permissions, reporting and handover to the next person. Then agree the final entry in the old records and the team switch.
Show us the spreadsheet or email thread your team depends on. We’ll tell you what a first version would cover and roughly what it would cost.
JurajCEO, QikBuild
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