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Custom process systems

Custom systems for non-standard processes: we build the software around the way you work

Some businesses do not fit in standard software: a music school with one-to-one lessons, a workshop that turns patterns into production, a dental lab taking daily orders from clinics, a distributor whose process lives in three chat bots. We build the system around that process instead of bending the process to a product. A school network went from spreadsheets and WhatsApp to one application with three roles and zero manual operations.

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Updated

Your week

If this is your week

  • You tried two CRMs. Both wanted you to work their way.

  • Two people are the bottleneck for the whole company, and both are doing work a system could draft.

  • The same data is typed into Excel, a messenger and an invoice.

  • Your customers ask about status by phone because there is nowhere to look.

  • You cannot grow without hiring another person to do exactly what the last one does.

The system

What we build

  • A system mapped to your real steps: request, schedule, order, production, delivery, payment — whichever apply.
  • Roles for the people involved, including customers or partners who need to see status.
  • Automation of the repetitive parts, with AI where it removes typing: reading documents, drafting replies, sorting requests.
  • Payments and documents where the process needs them.
  • Web first; a mobile app when people work away from a desk.

Process

How it works

  1. 01

    Call: you walk us through one real case end to end.

  2. 02

    Pilot: the narrowest painful step, working, in 3–4 weeks.

  3. 03

    Build: the rest of the process, integrations, training.

  4. 04

    Running: the system changes as your process changes, within the monthly plan.

Proof

Real ones

  • Private music school network

    3roles — administrator, teacher, parent — each with their own interface

    Scheduling, attendance, subscriptions and parent communication in one application: 3 roles, 2 locations, 0 manual operations.

    Read the full case

  • Sewing workshop

    17paper sizes supported (ISO A/B, US)

    A tool that splits A0 patterns into printable A4 sheets and keeps them in production without losing a millimetre.

    Read the full case

  • Tutoring service

    3→1Telegram bots replaced by one app

    Three Telegram bots replaced by one application with AI checking of student work, in about two weeks.

    Read the full case

Ready core

Why weeks, not months

We keep the cores of systems we have already built — scheduling and payments for schools, order and status tracking, document handling — and start from the closest one. A blank page is the expensive option; we avoid it.

After launch

What we keep running

Hosting and backups. Changes as the process changes, within agreed hours. Support for your staff and, where relevant, your customers. New locations, new roles, new payment methods added.

Limits

When this is not for you

  • If a standard product does 90% of what you need, buy it; we will say so on the call.
  • If the process changes every month because it is not yet settled, fix the process first — software will freeze the chaos.

Pricing

How pricing works

Three parts, always.

  1. 01

    A pilot with a fixed price

    One pain, 3–4 weeks, a result you can measure.

  2. 02

    A build with a fixed estimate

    Which can be spread over 6–12 months.

  3. 03

    A monthly fee that keeps the system running

    Hosting, current prices and catalogues, working integrations, support, small changes.

Numbers come after the first call, in writing. More on pricing in the FAQ

Questions

Questions about this

  • How do you know our process well enough to build for it?

    You show us one real case from start to finish, with the documents. We write the process down and you correct it. Only then do we build.

  • Will it be cheaper than a subscription to a big product?

    Over three years, often yes, because you pay for what you use and nothing for seats you do not need. Over three months, no.

  • Can it grow with us?

    That is the reason to build rather than rent: new roles, locations and steps are configuration, not a new project.

Related

Often needed alongside

Contact

Tell us what is missing.

Thirty minutes, in English or Italian. You describe the process; we ask questions. We reply within one working day.

Book a 30-minute call
Response time
We answer within one working day.
How we work
A small team based in Italy, working with companies across Europe in the EU time zone. We visit production sites when a project needs it; the rest runs online.