CRM & SYSTEMS
INTERNAL PORTAL
- 10+ projects
- from 2 weeks
- built around your processes
The working system of the company: tasks, documents, stock, staff, procedures and access rights in one place. Instead of messenger threads and a dozen spreadsheets nobody reconciles.
WHO IS IT FOR?
Three situations where an internal system pays for itself fastest
- .01
IT ALL RESTS ON CHATS AND SPREADSHEETS
Tasks are set in chats, documents sit on various people’s drives, procedures live in files somebody opened once. The information exists, but the only person who can find it is the one who filed it. What costs most is not the mess but the dependence on particular people. When someone goes on holiday or leaves, the understanding of where things are and how they were arranged leaves with them.
- .02
PLENTY OF SYSTEMS, NO SINGLE PICTURE
Tasks in one service, documents in a second, accounting in a third, HR in a fourth. Each with its own subscription, its own logins and its own logic. The data moves between them by hand. Hence the numbers that never agree: every system holds its own version of the truth, and any consolidated report means an evening of somebody’s time in a spreadsheet.
- .03
THE COMPANY GREW FASTER THAN THE ORDER IN IT
Departments appeared, then branches, contractors, new people every month. What worked at fifteen employees stops working at fifty: approvals go missing, access is granted from memory, and a new hire takes weeks to get going. Off-the-shelf corporate platforms come with their own model of a company. The moment yours is arranged differently, the configuring starts going round the houses — and at some point maintaining that 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
- - Tasks and approvals.03
- - Documents and a knowledge base.04
- - Staff, roles and access rights.05
- - Notifications and reminders.06
- - Action logs and change history.07
- - Data migration and going live with the team.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.
- THE SYSTEM HAS TO BE USED
Internal systems fail not over features but because people go back to the chats. The interface is built around the order staff actually work in, not around a diagram on paper.
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
A WORKSPACE
WHEN IS THIS YOUR CASE?
The company works, but everything lives in chats, files and people’s heads. What you need is one place holding the tasks, the documents and the staff, where it is clear who is responsible for what. The whole base build: process discovery, an interface built around how you work, tasks and approvals, documents and a knowledge base, roles and rights, notifications, logs, data migration, going live with the team. Nothing stripped out — just without the extras you do not need yet.
PORTAL + OPERATIONS
WHEN IS THIS YOUR CASE?
Tasks and documents are not the point — the operational work itself has to live in the system: stock and balances, purchasing, staff requests, rotas and shifts, HR processes, documents generated from templates. Approval routes with several people in them, time and workload tracking, integrations with email, messengers and accounting systems. Plus analytics: where the work stops, how long each stage takes, and who is overloaded.
THE COMPANY SYSTEM
WHEN IS THIS YOUR CASE?
The system becomes the thing the whole company rests on: several divisions, branches or legal entities each with their own logic, dozens or hundreds of staff, access rights of any depth. Data exchange with external and accounting systems, areas for contractors and partners inside the same perimeter, requirements on retention and journalling, work with sensitive data inside your own boundary. 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 $3.000 for a workspace with tasks, documents and staff to $15.000 and up for a system covering the whole company. The figure depends on the number of processes and roles, on whether it needs stock, HR and approvals, 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.
A workspace takes 2–4 weeks. With the operational side, stock and approvals, 3–6 weeks. A system covering the whole company, from 4 weeks. Discovery is planned in separately: on internal systems it runs longer than on other projects, because in most companies the processes are not written down anywhere.
A CRM is about the money coming in from outside: clients, deals, sales. A portal is about the work inside: tasks, documents, stock, staff, approvals. They have different users and different logic. Often you need both — in which case we build them as one system with shared data and shared permissions, rather than two products that will have to be wired together later.
Off-the-shelf platforms come with their own model of a company — their stages, their roles, their structure. If yours is arranged the same way, they are cheaper and go live faster. The difference starts where the model does not match: the configuring goes round the houses, and part of the work stays in the chats anyway. A system of your own costs more up front, but carries no per-employee fee and follows your process instead of proposing you rebuild it.
Access to the people who do the work and to what they work with: sample documents, procedures, spreadsheets, the message threads for typical tasks. Written-down processes usually do not exist — and that is fine, they come out of discovery. The closer the samples are to reality, the truer the system: build from an idealised diagram and you get a portal nobody uses.
That is the single biggest reason internal systems fail, and it is settled during discovery. 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, not around a diagram. Then it goes live in parts, starting with the process people already find awkward. A system people have to be made to open is work that was not finished.
Yes, and that is usually how we do it. We start with one process — the one that hurts most and shows a result within a week. People get used to the system on a task they understand, and the rest follows. Launching everything at once almost always goes worse for internal systems: the team gets ten new screens in one go and returns to the chats.
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. There is no per-employee fee: the size of the company does not change what it costs.
The system can stay on our infrastructure: monitoring, backups, updates, and further work as you grow. With internal systems, development after launch is the rule: processes change, new departments and new tasks appear. The arrangement is agreed separately: one-off changes, or continuous development with a team assigned to you.