Custom systems
Custom systems
Custom systems for companies that have outgrown spreadsheets, off-the-shelf plugins and handling processes by hand. We build web applications, admin panels, CRM and B2B systems, product configurators, dashboards and tools tailored to the way your company actually works.
If your team is wasting time re-typing data, preparing quotes by hand, handling orders in several places or working around the limits of off-the-shelf software — a custom system can put that process in order and turn it into a single, convenient tool. We build solutions in stages: first an MVP, the simplest scope that solves a specific business problem, then we extend it with further modules, integrations and automations.
The effect for the client: less manual work, fewer errors, faster handling, better control over the data and a system tailored to the company — instead of a company tailored to the limits of an off-the-shelf tool.
Who it is for
- Companies with their own, unusual sales or service process
- Wholesalers and B2B companies needing a customer panel with price lists
- Stores with configurable products (furniture, print, gadgets)
- Business owners wanting a dashboard with data from multiple systems
- Anyone "working around" off-the-shelf tools with piles of Excel files
What we do
Web applications
Order, booking and ticketing systems, applications for employees and customers.
Admin panels
Managing customers, orders, content, files, roles and reports.
CRM and B2B systems
Customer database, quotes, B2B price lists, partner panel, order-handling process.
Configurators and dashboards
Product configurators, quote calculators, dashboards with sales and marketing data.
Choose a specific service
Each of the services below has its own page with a full description, process, pricing and FAQ.
Web applications
We build web applications for specific processes: order, booking and ticketing systems, applications for teams and customers.
Admin panels
We build bespoke panels for managing customers, orders, content and files. Tailored to your company's processes.
CRM and B2B systems
Bespoke CRM systems, B2B customer panels, negotiated price lists, automatic quotes, contact history — all in one place.
Dashboards and reports
We combine data from WooCommerce, Google Ads, GA4, CRM and ERP into one dashboard. You know exactly what works, what does not, and where to invest.
Product configurators
Price calculators, variant configurators and quote forms for furniture, print and gadgets. We generate the quote automatically.
What does working together look like?
A custom system should not start with coding. First, you have to properly understand the process that is meant to be put in order. That is why we work in stages — from analysis and an MVP through to rollout, testing and the development of further modules.
This way you do not burn through the budget on features that "might come in handy one day". First we build a solution that removes the most important problem, and only then do we develop the system in line with the company’s real needs.
Process and problem analysis
We begin by talking about how your company currently works. We look at where manual work appears, recurring errors, delays, unnecessary copying of data or a lack of control over the process.
- who uses the system
- what data is needed
- where the data is currently stored
- which tasks are done by hand
- which processes can be simplified or automated
- which systems need to be connected
- what matters most at launch and what can wait
What you gain: Before the system is built, you know exactly what it should solve and why a given feature is needed.
Specification and MVP scope
After the analysis we prepare the scope of the first version of the system. We do not design a huge tool with dozens of modules straight away. We pick the most important features that deliver the greatest business effect.
- admin panel
- B2B customer panel
- a simple CRM
- a quoting module
- a quote form
- a product configurator
- a sales dashboard
- an integration with one key system
- automatic notifications
- basic roles and permissions
What you gain: You get a working tool faster, test it in practice and only develop the features that are genuinely needed.
Logic design and system wireframes
Before we start programming, we put the structure of the system in order. We define the screens, modules, user roles, data flow and the key actions. At this stage it is still easy to change the layout, simplify a process or remove unnecessary elements.
- admin panel views
- forms
- statuses of orders, quotes or tickets
- the way data is filtered
- user access levels
- the logic of how modules work
- the basic user scenarios
What you gain: Before technical work begins, you can see how the system will work and whether it matches the real work of the team.
Programming and staged delivery
We build the system in stages. After each larger module we show a working version, gather feedback and make corrections. If it turns out along the way that a feature should work differently — it can be refined before the full rollout.
- system backend
- application frontend
- admin panel
- database
- business logic
- integrations with external tools
- login and user roles
- automatic notifications
- data exports and imports
What you gain: You keep control over the progress and do not have to wait until the end of the project to see the first results.
Testing, fixes and production launch
Before the rollout we check the system technically and in use. We test the forms, permissions, integrations, statuses, imports, exports and work scenarios. We verify that it is clear for the people who will be using it.
- functional tests
- integration tests
- permission tests
- form tests
- checking invalid data
- production environment configuration
- deployment to the server
- a short training session or manual
What you gain: You get a finished tool that can be launched safely in the company.
Development, maintenance and further modules
After the rollout we can develop the system with further features. In practice the best ideas for improvements often appear only after a few weeks of use.
- further integrations
- automations
- additional reports
- new user roles
- modules for customers or sales reps
- advanced filtering
- document generation
- email/SMS notifications
- payment integrations
- an API for other systems
What you gain: The system can grow with the company instead of holding back its development.
What exactly can the package include?
We always tailor the scope to the specific company process. Below are the eight areas we build a custom system from — depending on what you really want to put in order.
Analysis and design
- analysis of the current process
- identifying problems and bottlenecks
- preparing the MVP scope
- mapping out the system modules
- planning user roles
- status logic and data flow
- wireframes of the key screens
- a recommendation on technology and the way to deliver it
Admin panel
- user management
- roles and permissions
- customer management
- managing orders or tickets
- editing data
- filtering and searching
- change history
- data export
- handling files and attachments
Customer / contractor panel
- customer login
- individual data and documents
- order history
- fulfilment statuses
- order forms
- individual price lists
- files to download
- messages and notifications
CRM and sales support
- customer database
- contact history
- sales notes
- lead statuses
- reminders
- automatic quote creation
- enquiry handling
- assigning account managers
- basic sales reports
Configurators and calculators
- product configurator
- price calculator
- dependencies between variants
- an enquiry form
- generating a summary
- sending the configuration to the customer or sales rep
- saving the configuration in the panel
- integration with WooCommerce or CRM
Dashboards and reports
- sales data
- marketing data
- data from WooCommerce
- data from GA4
- data from Google Ads
- data from CRM or ERP
- periodic reports
- comparing results
- export to a file
- views for the owner, manager or sales rep
Integrations
- WooCommerce
- WordPress
- BaseLinker
- Subiekt
- ERP
- CRM
- online payments
- courier companies
- APIs of external suppliers
- Google Sheets
- GA4
- Google Ads
- email tools
- webhooks and automations
Delivery and support
- environment configuration
- deployment to the server
- pre-launch testing
- fixes after testing
- a user manual
- team training
- support after the rollout
- the option to develop the system further
What problems does a custom system solve?
A custom system makes sense when the current way of working starts to cost the company too much time, money or stress. These are the most common signs that it is worth considering your own solution.
- data is re-typed by hand between several tools
- employees use many Excel sheets and mistakes happen easily
- handling a customer or an order takes too long
- sales reps prepare quotes by hand from scratch every time
- B2B customers need their own panel, price lists or order history
- the business owner has no single place with the most important data
- off-the-shelf plugins are holding back the company’s growth
- the company pays for several tools that still do not solve the main problem
- the team knows "how it should work" but has no tool to handle it
What does it change in practice? A custom system can shorten handling times, reduce errors, put the data in order and give the team a single place to work. Instead of fitting the company to an off-the-shelf program, we build a tool fitted to the company’s process.
Why don’t we build everything at once?
One of the most common mistakes with custom systems is trying to design "everything" straight away. Such a project quickly becomes expensive, hard to roll out and risky.
That is why we recommend a staged approach. First we build an MVP — the first working version of the system that solves the most important problem. Only after testing it do we develop further modules.
You see the first effect faster
A working version in the company after a few weeks, not after six months.
You control the budget more easily
You decide what to extend in the next stages — based on real usage.
You test the system on real data
You check how it works in practice before investing in the full version.
You avoid building unnecessary features
You do not pay for modules that "might come in handy one day".
The team starts using the tool sooner
A smaller version means easier rollout and shorter training.
Further modules come from practice
Expansion is based on real needs, not on guesswork at the design stage.
A custom system should pay for itself through time saved, better handling, fewer errors or more sales. That is why we focus first on the features that deliver a concrete business effect.
What can we build for you?
Six example use cases that most often put work in order in companies — each with a concrete business benefit.
A B2B system for a wholesaler or manufacturer
A panel for contractors with individual prices, order history, files to download, fulfilment status and quick order placement.
What you gain: Fewer calls and emails, faster handling of regular customers, more order in the orders themselves.
A CRM tailored to your sales process
A system for handling leads, customers, quotes, notes, statuses and reminders. Without the extra features that get in the team’s way.
What you gain: Better control over sales, a full contact history and fewer lost threads.
A product configurator
A tool where the customer or sales rep selects product variants, parameters and extras and receives a preliminary quote or a ready enquiry.
What you gain: Fewer manual quotes, fewer errors, a smoother process for selling bespoke products.
An admin panel for running the company
A bespoke panel for managing orders, tickets, files, users, customers or internal processes.
What you gain: A single management hub instead of many scattered tools.
A management dashboard
A panel with sales, marketing and operational data from several systems. You see in one place what works, what needs fixing and where money is leaking.
What you gain: Faster decisions based on data, not on gut feeling.
A web application for employees or customers
An application available through the browser that handles a specific process: tickets, bookings, orders, production, documents or customer service.
What you gain: A tool available from anywhere, with no software to install on the computers.
What does your company gain?
A well-designed custom system helps the company work faster, cleaner and more predictably. Concrete problems and concrete results.
| Problem in the company | What a custom system can do | The effect for the client |
|---|---|---|
| Too much manual work | Automates repetitive tasks | Time saved for the team |
| Data is in several places | Brings information together in one panel | Better control over the company |
| Quotes are made by hand | Generates quotes or calculations | Faster sales |
| Customers keep asking about statuses | Provides a customer panel | Fewer emails and calls |
| There are no reports | Creates a dashboard with the data | Better business decisions |
| Off-the-shelf tools do not fit | The system works to your process | Greater flexibility |
| The team makes mistakes | Reduces manual re-typing | Fewer errors and complaints |
Technologies and integrations
A custom system does not have to replace all the tools in the company. Often the best solution is to connect them into one logical process.
It is not about the integration itself. It is about the process.
Simply exchanging data between systems does not always solve the problem. That is why we look wider: we check who uses the data, when it is needed, what errors can appear and which actions are worth automating. This way the integration is not just a technical connection but a real improvement to the company’s work.
Consultation
You don’t need to know what the whole system should look like
It is enough to know what is not working today. During the consultation we can work out together:
- which process is worth putting in order first
- whether you need a custom system, automation or an integration
- whether you can start with a simpler MVP
- which modules are needed now
- which features can be left for later
- which tools the system should connect to
- what scope will be reasonable for the budget
We do not start by selling a big system. We start by finding the problem worth solving.
Frequently asked questions about custom systems
What is a custom system?
When is it worth building a custom system?
Does a custom system have to be very expensive?
How does a custom system differ from an off-the-shelf SaaS?
Can a custom system be connected to WooCommerce?
Can the system be integrated with Subiekt, BaseLinker or an ERP?
Can the system have a B2B customer panel?
Can you start with a small version of the system?
How long does it take to build a custom system?
Can the system be developed further after the rollout?
Have a process that off-the-shelf tools don’t handle?
Tell us how your company currently works and what you want to improve. We will check whether a custom system, an integration, an automation, a configurator, a B2B panel or a simpler MVP tool is the better solution.
You don’t need a ready specification. It is enough to show the problem you want to solve.