Business systems
One system, instead of ten spreadsheets.
Custom business systems for Kenyan companies that have outgrown spreadsheets and disconnected tools. Sales, stock, customers, payments and reports in one place - so you see the whole business at a glance and your staff stop retyping the same data.
One system
What can a business system combine?
Any of these, in one build - you choose the pieces that matter to your business, and we connect them so data is entered once and flows everywhere it is needed.
Website
Your public face, built to rank and convert.
Customer portal
Clients log in, see their orders, pay, and ask questions.
CRM
Every customer, every conversation, in one place.
Inventory
Live stock levels, alerts, and reorder lists.
Payments via M-Pesa
Collect and reconcile M-Pesa payments automatically.
Reporting dashboards
Sales, expenses and trends without the Friday spreadsheet.
Staff workflows
Approvals, tasks and handovers that do not live in someone’s head.
AI and automation
The repetitive steps handled automatically, end to end.
Sound familiar?
How do you know you have outgrown spreadsheets?
Spreadsheets are the right tool for a young business. These are the signs they have become the wrong one. If you recognise two or more, start with an AI Business Assessment - it will show you exactly where the time and money are leaking.
The truth lives in five different files
Sales in one spreadsheet, stock in another, customers in a notebook, payments in M-Pesa statements. Nobody can answer "how is the business doing?" without an afternoon of copying and pasting.
One person holds the whole system in their head
When that person is off sick or leaves, invoicing stops, stock counts stop, and nobody else knows which file is current. That is not a system, it is a dependency.
You find out about problems weeks late
A product ran out, a client was never invoiced, a payment never arrived - and you learn about it at month-end, when it is expensive to fix, instead of the day it happened.
Staff retype the same data three times
The same order gets typed into the quote, the invoice, and the stock sheet. Every retype is paid time and a fresh chance for an error a customer will notice.
Your tools do not talk to each other
The website enquiries, the WhatsApp chats, the accounting tool and the spreadsheets each hold a piece of the story. Joining them manually is a full-time job you never advertised for.
The process
How we build your system.
Understand the business
We map how orders, money, stock and information actually move through your business today. The system is designed around that reality, not around a template.
Design the one system
We agree exactly which pieces to combine - and which to leave alone. You see the design and the cost in writing before anything is built.
Build in stages
We build and launch the highest-value piece first, on staging, so you see working software early. Each stage goes live only when you have tested it with real work.
Migrate your data
Your existing spreadsheets and records are cleaned and moved in, carefully. Nothing is deleted until you have verified the system holds everything the old files did.
Train and support
Your staff are trained on the system hands-on, you get plain-language documentation, and we stay available for support after launch. A system nobody can use is a failed project.
Every system is engineered to the same standards as our custom software work - secure by default, DPA 2019 compliant, and yours to own. Where a process can run itself, we wire in AI automation, and if the public-facing piece is what you need first, we can begin with website development and grow the system behind it.
- How much does a custom business system cost in Kenya?
- It depends entirely on how many pieces you combine and how complex each one is, so we scope it after a free consultation - never from a template - and quote it in writing. Building in stages also means you can start with one piece and add the rest as it pays for itself.
- How long does it take to build?
- The first working stage is typically live within weeks, not months, because we build the highest-value piece first. A full multi-part system rolls out stage by stage over one to three months depending on scope. You get the timeline in writing before we start.
- What happens to our existing spreadsheets and data?
- We migrate them. Your historical records are cleaned up and moved into the new system, and we keep the originals untouched until you confirm nothing is missing. You lose no history - you just stop maintaining it by hand.
- Can we keep using the tools we already like?
- Often, yes. If your accounting package or till system works, we connect to it rather than replace it. The goal is one view of the business, not maximum rebuilding. We tell you honestly when keeping a tool is cheaper than replacing it.
- Do we own the system?
- Yes. You own the code and the data. If we part ways, you take both with you and any competent developer can continue the work. We put this in writing.
Talk to us
Tired of holding it together with spreadsheets?
Tell us how your business runs today - the files, the tools, the workarounds. We'll show you what one system would look like.