Services / Custom Business Systems
Give your team a clear way to manage the work.
In short: we build software around one of your business workflows, with its records, users and permissions, so your team can see what has happened, what’s waiting and who needs to act.
When a process moves between spreadsheets, messages and separate records, it’s hard to see what has happened, what’s waiting and who needs to act.
We bring enquiries, quotations, approvals and business records into a workflow your team can follow.
Free · 45 minutes · Google Meet · English or Arabic
Fictional example
Follow a fictional enquiry to an approved quotation
- Shows
A quotation workflow, from enquiry to approval
Is this the right fit?
A custom system suits a defined process that your team repeats and needs to manage the same way every time. It may suit you if:
the same details are entered in more than one place;
you only find out where a request stands by asking someone;
it’s unclear who needs to act next, or who approved a decision.
If you mainly need to present your offer and receive enquiries, Business Websites & Catalogues may suit you better.
What we can build around your process
We shape each system around an agreed process and the people who carry it out.
Workflows we can build around
- Customer and sales: customer records, enquiries, quotations and agreed steps for handling orders.
- Operations: project activities, internal requests, approvals and the responsibilities attached to each step.
- Training administration: course records, enrolment, attendance and agreed assessment or certificate processes.
These are examples to scope with you, not fixed packages. We agree the records, roles, permissions and outputs your first release needs.
We built HBPT’s platform, which takes enquiries through to quotations, and training records through to verifiable certificates.
Can our website and internal workflow use the same records?
Yes, where the agreed scope and the available access support it. We define with you which records connect and who can access them. For HBPT, we built a public catalogue and a business platform with shared records.
We have also built staff portals for MegaPlus and Sadara, and a learning platform with assessments and certificate verification for Control Room Academy.
What belongs in a first release?
We define one complete workflow with you, from its first record through its decisions to an agreed output. Your scope names the records, user roles, permissions and acceptance checks. We agree and quote for later releases separately, based on your priorities.
For example: an initial sales workflow could take an enquiry through review to an approved quotation. Order handling or invoicing can follow in a later release, agreed separately.
What we agree before building
We agree the workflow, records, permissions and outputs, plus any connections or existing data to transfer. Acceptance checks show whether the complete process works as agreed.
Fictional example
Follow a fictional enquiry to an approved quotation
- Shows
- A quotation workflow, from enquiry to approval
- Status
- Fictional example
This is the invented joinery workshop from our catalogue example, seen from the inside. Choose a role to see what the system asks that role to do at each step.
Everything in this example is invented, including the business and its records. It isn’t client work, and nothing you do here is sent or saved.
It shows the kind of workflow we could build around your process, not a ready-made system.
- Enquiry received
- In review
- Quotation prepared
- Awaiting approval
- Approved
- Returned for changes
Order handling or invoicing can follow in a later release, agreed separately.
Enquiry received
What has happened
A request for alcove shelving in ash has been recorded, with its measurements, finish and notes.
What is waiting
The request is waiting to be reviewed.
Who needs to act
The sales coordinator starts the review.
In review
What has happened
The sales coordinator has started reviewing the request.
What is waiting
A check that the request has everything the quotation needs.
Who needs to act
The sales coordinator prepares the quotation.
Quotation prepared
What has happened
The sales coordinator has prepared a quotation for the shelving.
What is waiting
The quotation is ready to be sent for approval.
Who needs to act
The sales coordinator sends it for approval.
Awaiting approval
What has happened
The quotation has been sent to the approver.
What is waiting
A decision to approve the quotation or return it with a reason.
Who needs to act
The approver decides.
Approved
What has happened
The approver has approved the quotation, and the decision is recorded.
What is waiting
Nothing in this workflow. The approved quotation is ready for the customer.
Who needs to act
No one. This workflow is complete.
Returned for changes
What has happened
The approver has returned the quotation with a reason: fitting is missing.
What is waiting
A revised quotation that includes fitting.
Who needs to act
The sales coordinator revises the quotation.
Only the approver can approve a quotation. Choose Approver under ‘View as’ to continue.
Only the approver can return a quotation for changes.
Only the sales coordinator can take this step. Choose Sales coordinator under ‘View as’ to continue.
Start reviewPrepare quotationSend for approvalApproveStart again
Record history
- The customer’s request for quotation was recorded.
- The sales coordinator started the review.
- The sales coordinator prepared the quotation.
- The sales coordinator sent the quotation for approval.
- The approver approved the quotation.
- The approver returned the quotation with a reason: fitting is missing.
- The sales coordinator revised the quotation to include fitting.
What this acceptance scenario checks
An acceptance scenario is one realistic case, run from the first record to the agreed output.
To meet every check, return the quotation once before you approve it.
- The request is recorded with the details the team needs. Met
- A quotation is never approved by the role that prepared it. Met
- Each decision records the role that made it. Met
- A returned quotation goes back with a reason. Met
Every check is met. You’ve run the whole scenario, from the first record to the approved quotation.
We connect your website to your system only when your scope includes it.
- Product
- Alcove shelving
- Material
- Ash
- Measurements
- Floor to ceiling, wall to wall
- Finish
- Oiled
- Notes
- Please include fitting.
We build a first release around one complete workflow, like this one.
How a first release is defined Book a free introductory call
What affects the price of a business system?
The workflow for your first release, with its users, records, permissions and outputs, and any connections we agree. We provide a tailored quotation once we’ve agreed your scope, and the introductory call is free.
What a release does not include unless agreed
Additional workflows, reports, portals, connections and data transfers need their own agreed scope. A release does not include mobile applications, payroll or statutory accounting unless its agreed scope names them.
Financial features follow the business rules you supply. They do not carry regulatory or accounting approval.
How we build and review with you
We agree realistic acceptance scenarios, then build and review the system with your team. We check records, calculations, permissions, decisions and exceptions from start to finish. You name who approves the work; we assess requested changes before adding them.
What we need from you
We need a process owner, representative users, example documents and business rules, plus sample data you can share. We agree any access needed from other system owners before building a connection.
Handover
At handover, you get the working system, guidance for your administrators and the source materials we agreed, with a note of who is responsible for each account. We also list anything still open and the work we propose for later releases.
Care & Support
Once your system is live, we can look after it. Care & Support is agreed separately, with its own cover and fee.
Talk to us about your workflow.
Tell us how the process works today and what you want to improve. We’ll help you define the right next step and agree the scope before preparing a tailored quotation.
The introductory call and initial qualification are free. If you need detailed analysis, we agree a separate, paid Discovery & Scope stage before it begins. Not every project needs it.
Choose a time that suits you.
Free · 45 minutes · Google Meet · English or Arabic
Describe your projectPlease don’t send passwords, access details or confidential customer data by email.