CRM & SYSTEMS
CUSTOM CRM
- 50+ projects
- from 1 week
- built around your processes
A CRM shaped to your processes rather than the other way round: your deal stages, your roles and permissions, sales figures, an action log. We build one when the business has hit the ceiling of an off-the-shelf tool.
WHO IS IT FOR?
Three situations where a system of your own pays off faster than an off-the-shelf one
- .01
NO SYSTEM, JUST SPREADSHEETS AND MESSAGES
Clients in one file, orders in another, agreements in a messenger, and part of it in a manager’s head. While there are three of you it works. After that it starts coming apart. What costs most is not the mess but the blindness: you cannot see how many deals are live, where they stalled, or what became of the client who stopped replying. Decisions get made on instinct, because the numbers simply do not exist.
- .02
THERE IS A SYSTEM, AND PEOPLE WORK AROUND IT
A CRM was rolled out, paid for and configured. Six months on, the managers run their deals in a notebook and fill the system in after the fact, because it has eight required fields and not one of them is about their work. Something swaps places here: the business starts serving the system instead of the system serving the business. Every mismatch with the platform’s logic gets covered by a person doing it by hand.
- .03
THE PROCESS IS MORE THAN “LEAD → DEAL → PAYMENT”
Manufacturing with stages, services priced by parameters, wholesale prices per client, work through partners, several legal entities and warehouses, your own rules for discounts and tolerances. Off-the-shelf CRMs are built around one model of a sale. The moment yours is a different one, configuring turns into custom work, integrations and add-ons — and at some point maintaining those costs more than a system of your own.
WHAT'S INCLUDED
We do not build below this line
- - Discovery of processes and roles.01
- - An interface built around how you work.02
- - Your own deal stages and scenarios.03
- - Roles and access rights.04
- - Analytics and reports.05
- - An action log.06
- - Migration from your current system.07
- - Training the team and going live.08
- - Launch on our servers.09
- THIS IS THE FLOOR, NOT A PACKAGE
Everything listed ships in every project — even the simplest and cheapest one. There are no stripped-down versions.
- THE PROCESS FIRST, THE INTERFACE SECOND
Until it is written down who does what, in what order, and sees what, any screen is guesswork. Mapping the processes is the first stage of the work, and what it produces stays with you either way.
- IF AN OFF-THE-SHELF CRM WILL DO, WE WILL SAY SO
Off-the-shelf systems handle standard jobs and handle them fast. A system of your own is for a process that is not standard — and we say which one you have during discovery, not after the invoice.
WHAT'S INSIDE
THIS IS AN INTERFACE, NOT AN ADMIN PANEL
A website gets five minutes of someone’s attention. An internal system gets eight hours, every day, for years. So it is drawn by the same designers who do our sites: grid, typography, states, light and dark themes, tables you can actually read, forms where you can see where you are and what happens next. This is not about looks. It is about a person not being worn out by their own working tool by the end of the day, and not making the mistake the interface invited. Systems assembled as a pile of forms over a database all end the same way: the team goes round them and returns to spreadsheets and chats.
THE PATH TO AN ACTION IS SHORTER THAN IT LOOKS
A system is measured not by how many features it has but by how many actions the thing done a hundred times a day takes. We look at the order people actually work in and build the interface around it: search that finds on any fragment, filters that survive between sessions, bulk actions instead of one-by-one, keyboard shortcuts where the work is fast, and no page reload on every move. The difference between two clicks and seven is invisible in a demo and very obvious in the second week.
EVERYONE SEES THEIR OWN SYSTEM
A role is not a set of checkboxes over one shared screen but an interface of its own: a manager sees their deals, the warehouse sees shipments, a director sees the numbers, a client in their account sees only what is theirs. Nobody has to hunt for what they need among somebody else’s work, and data they are not entitled to never reaches the screen at all. Alongside it lives the history: every record shows who changed it and when. In systems holding money and documents, that is the first thing people ask for the moment the numbers stop agreeing.
A SYSTEM THAT DOES NOT FALL APART ON THE SECOND THOUSAND RECORDS
Internal systems break not on handover day but a year later: there are a hundred thousand records, the list takes ten seconds to load, the quarterly report will not open, and the search is still thinking. That is not the server — it is how the data and the queries were designed. We plan for the volume with room to grow: heavy calculations are computed ahead of time, lists load in parts, reports do not block everybody else. Plus an export of whatever is on screen — because at some point every director wants it in a spreadsheet, and it is better if that button already exists.
CATEGORIES
Three levels of scope. Yours is the one you recognise yourself in
RECORDS AND DEALS
WHEN IS THIS YOUR CASE?
The sales process is clear enough, but it lives in spreadsheets and messages. You need a system that shows every client, every deal and the stage it is at. The whole base build: process discovery, an interface built around how you work, your own deal stages, roles and rights, analytics and reports, an action log, data migration, training for the team, launch on our servers. Nothing stripped out — just without the extras you do not need yet.
CRM + OPERATIONS
WHEN IS THIS YOUR CASE?
The sale is only part of the process. After it come orders, production or purchasing, stock, paperwork, settlements with clients and contractors. All of that has to live in one system rather than three. Your own pricing formulas and rules, wholesale and retail terms, several warehouses or legal entities, documents and invoices generated automatically, tasks and reminders, integrations with email, telephony and messengers. Plus deeper analytics: the funnel by stage, how the managers are performing, and where deals come to a stop.
THE COMPANY SYSTEM
WHEN IS THIS YOUR CASE?
The system becomes the thing the whole operation rests on: several divisions or legal entities each with their own logic, dozens of staff on different permissions, data exchange with external and accounting systems, areas for clients or partners inside the same perimeter. A role model of any depth, a change history on every record, heavy load and large volumes of data, monitoring and redundancy, documentation and handover to your team. The logic is designed around your processes rather than bent to fit someone else’s limits.
FAQ
Answers to the most popular questions
From $4.000 for a system that tracks clients and deals to $15.000 and up for one that covers the whole company. The figure depends on the number of processes and roles, on whether it needs pricing, stock and documents, and on how many external systems it has to connect to. After the first call you get a plan rather than a guess: what makes up the total, and what can wait for a second stage.
Tracking clients and deals takes 1–4 weeks. With operations, stock and documents, 2–7 weeks. A system covering the whole company, from 4 weeks. For scale: a marketplace with its own CRM, five payment providers, keys, orders, roles and logs took us 40 days. We name the deadline before we start and we hold to it.
Not better — different. Off-the-shelf systems handle standard jobs and handle them fast: if your process fits their logic they are cheaper and go live in days. The difference starts where the logic does not fit: every mismatch gets covered by custom work, an integration, or a person doing it by hand. A system of your own costs more up front, but carries no per-user subscription and runs into nobody else’s limits. If a boxed product covers what you need, the honest thing is to tell you so on the first call.
Three signs, and they usually arrive together. First: the managers work around the system and fill it in afterwards. Second: the bill for custom work and integrations has caught up with the subscription or passed it. Third: the answer to “why is it like this” has become “that is how the platform works”. If two of the three match, it is worth doing the sums.
We migrate it: clients, deals, history, documents, reference data. It is a stage of the work in its own right and always harder than it looks — data in an old system is almost never clean. Before the move we go through the structure and show what comes across as is, what needs cleaning, and what is not worth carrying over. The two systems run in parallel until the new one proves itself correct.
There is no per-user subscription — the system is yours and the size of the team does not change what it costs. What remains is the server and, if you want it, further development. That is the main reason a CRM of your own pays off over time: with a boxed product the bill grows with the team, with your own system it does not.
It will, and it should — a business does not stand still. The difference is what that costs. In a boxed product the change runs into whatever the platform’s authors anticipated. In your own system it is simply work on your process, with no limits to work around. We design the architecture so that stages, roles, fields and rules can change without rewriting the system; part of it you configure yourself.
That is the single most common reason rollouts fail — and it is settled during discovery, not after launch. We talk to the people who will be in the system every day, not only to management: the interface is built around the order they actually work in. Then training, and the old system running alongside until people move over of their own accord. A system people have to be made to open is, to us, work that was not finished.
You do. The sources, the rights and the documentation are handed over with the project — this is not a subscription and not a tie to us. The system can be moved onto your own servers at any point. If you ever decide to change contractor or build your own team, the CRM leaves with you: we write it so another developer can pick it up.
The system can stay on our infrastructure: monitoring, backups, updates, and further work as you grow. With a CRM that is the rule rather than the exception — the first months always turn up things only real use reveals. The arrangement is agreed separately: one-off changes, or continuous development with a team assigned to you.