Your spreadsheets got you here. They won’t get you where you’re going.
Custom software for small businesses that have outgrown spreadsheets, email and what’s in people’s heads. We turn the way your business actually works into your company’s own OS, then run it and keep improving it as one monthly service.
The business grew. The spreadsheet just got longer.
Spreadsheets, email and a few people’s memories got you here, and they’re excellent tools. They just weren’t designed to become the company’s operating system, and somewhere along the way that’s what they became.
- “Everything is in spreadsheets. Several of them.”Scattered data
- “Only Sam knows how the invoicing sheet works.”Workflow friction
- “I can’t tell how the month is going without asking three people.”No visibility
- “Every new customer means more copying between files.”Manual entry
- “We hire for admin before we hire for growth.”Admin overhead
Your business, turned into its own OS.
We start by learning how your business actually works: what you sell, how work moves from one person to the next, and which numbers you run it on. You don’t need a specification; working that out is our job. Then we build one system around it.
- One place for everything.
- Customers, jobs, payments and the work in between, in one system instead of a folder of files.
- Built around your people.
- Screens and steps that match how your team already works, so there’s little to learn and nothing to work around.
- The numbers, without asking.
- How the week, the month and each customer are going, current, for the owner and the team.
- Room to grow.
- New services, people and processes are added to the same system as the business changes.
From first click to new job, one record.
At MedSalesCoach, every step of a student’s journey lands in the same place: the visit that brought them in, the call that enrolled them, the payment, every lesson and coaching call, and the job search at the end. Nobody pieces a student’s story together from five different files.
An illustration with a sample student. MedSalesCoach’s platform keeps each student’s journey in one record.
A new business, run on one platform from day one.
MedSalesCoach teaches candidates how to break into medical device sales. Its founder brought deep experience of the industry. What the business didn’t have yet was the technology to run it.
Rather than a stack of separate tools, we built MedSalesCoach’s OS, one platform designed from the start rather than pieced together: the marketing website and a course platform with video and quizzes, on the same records as the CRM, calls, payments and prospecting.
Everything about a lead or a student lives in one record, from the first visit to the site through enrolment, coaching and the job search. And the platform hasn’t stood still since launch: as the business has changed, the system has changed with it, as part of the same monthly service.
- 150+
- outreach contacts a day
- $10,000+
- in weekly sales
Reported by the owner, over the same period. He attributes a meaningful part of that growth to tooling that removed friction and multiplied his capacity.
These screens are from a staging copy with sample data, not MedSalesCoach’s own records. Read the full story
Sometimes a spreadsheet is enough.
Spreadsheets are excellent tools; they just weren’t designed to become the company’s operating system. If one sheet does one job well, keep it, and we’ll tell you so. Custom pays off when the spreadsheet has become the business.
- A spreadsheet doing a system’s job: One wrong paste can break a formula nobody understands.
- A system built around your business: The rules are built in, so the numbers stay right.
- A spreadsheet doing a system’s job: Two people editing means two versions.
- A system built around your business: Everyone works in the same record, at the same time.
- A spreadsheet doing a system’s job: The history is whatever nobody overwrote.
- A system built around your business: Every change is recorded, with who made it and when.
- A spreadsheet doing a system’s job: Only the person who built it can change it.
- A system built around your business: We own it, and change it with you.
- A spreadsheet doing a system’s job: Reports are rebuilt by hand each month.
- A system built around your business: Reports are current whenever you look.
Use standard software where your needs are standard. Build around the parts of your business that aren’t.
We carry the build. You start paying when it launches.
Traditional custom development asks you to pay a large sum before anything exists, then pay again every time something needs to change. We reverse that: we invest in building your system first, and the same team keeps it working and improving from there.
- First
- The agreement. A written agreement and a detailed specification come before any development starts.
- Launch
- Billing begins. There’s no upfront development fee. Your monthly subscription starts when the system is ready to launch.
- After
- It keeps improving. Hosting, support and continued development, within a scope we agree on in writing, all in the same monthly fee.
What owners ask first.
- They say: “Can’t we just use a better spreadsheet or an off-the-shelf app?”
Sometimes you should, and we’ll tell you when.
If an off-the-shelf app fits the way you work, use it. We build when the business doesn’t fit the box.
- Carried by: Yours to call
- They say: “We don’t know exactly what we need.”
You don’t have to. That’s our job.
You bring the business. We work out what should be built, then build it, run it and keep improving it.
- Carried by: Gemstone
- They say: “Isn’t custom software only for bigger companies?”
Not when we carry the build.
There’s no upfront development fee. Your monthly subscription starts when the system is ready to launch.
- Carried by: Gemstone
- They say: “What happens to our spreadsheets?”
We bring the data across.
Customers, jobs and their history come with you, so the system is useful from its first day.
- Carried by: Gemstone
- They say: “What if we grow or change?”
The system changes with you.
Continued development is part of the monthly fee, so a new service or a new hire is a conversation, not a new project.
- Carried by: Gemstone
Show us the spreadsheet.
Start with a free 30-minute call about how your business runs. No slide deck, no quote, and if the spreadsheet is doing fine, we’ll tell you.