Custom Admin Systems
Software for managing the day-to-day running of your business.
What it does
If your team works across spreadsheets, shared inboxes and paper forms, we can bring it all into one system. It keeps track of your customers and jobs, who is responsible for what, and what needs approving.
Typically includes
- Customer, job and case records
- Separate access for staff and managers
- Approvals, reminders and a history of changes
- Reports based on your own data
Works with what you already use
An admin system shouldn't become one more place to type things in. We connect it to the tools you already use, so customer details, jobs and invoices stay in step without anyone copying them across.
- Your accounting software, so invoices and payments match your records
- Your website's enquiry forms, so new enquiries arrive as records
- Email, so messages about a customer or job are kept with it
- Spreadsheet exports, for anyone who still wants their figures in one
Where it helps
Some of the problems this kind of system is built to solve.
- Customer and job details are spread across spreadsheets, inboxes and paper
- It's hard to see who is working on what, or what is waiting to be approved
- The same information gets typed in more than once
- Putting a report together means pulling figures from several places by hand
Who it's for
Some of the businesses this kind of system suits. We build for any type of business, so if yours isn't here, tell us how it works.
- Trades
- Keep track of jobs, quotes, site visits and certificates, so the office and the people on site work from the same information.
- Professional services
- Manage clients, cases and deadlines in one place, with the right people able to see and approve each piece of work.
- Healthcare
- Keep client records, appointments and follow-ups organised, with each member of staff seeing only what they need.
- Manufacturing
- Follow orders, jobs and approvals as work moves through the business, and see where everything is at a glance.
How we work
We handle every stage, from the first conversation to looking after the system once it's up and running.
Every system is designed, built and supported by Tom Brookson, drawing on more than 10 years of building software for businesses of all sizes.More about us
01Scope
We find out how your business works, talk to the people who'll use the system, and agree with you what it needs to do.
02Design
We plan the screens and workflows with you, so you can see how it will work and ask for changes before we start building.
03Build
We build the system in stages and show you each part as it is ready, so you can give feedback along the way.
04Support
Once the system is in use, we look after it, fix any problems and add to it as your needs change.
Common questions
Can you move our existing spreadsheets into the new system?
Yes. When we build a bespoke admin system, we bring across your existing data, such as customer lists, job records and contact details, from spreadsheets or the software you use now. We check it with you before the system goes live, so your team starts with everything they need rather than an empty system.
Can different staff see different things?
Yes. Each person gets their own login, and we set up what they can see and do to suit your business. For example, staff might see and update only their own jobs, while managers see everything, approve work and run reports. Changes are recorded, so you can see who did what and when.
Will it work on phones and tablets?
It can. If your team works away from a desk, we design the system so it works well on phones and tablets as well as computers. The screens people use most when they're out, such as updating a job or adding a note, are kept quick and simple to use on a small screen.
Can we add to the admin system later?
Yes. A bespoke admin system is built so new parts can be added as your business changes, such as a new type of job, another team or extra reports. We usually start with the parts that will make the biggest difference, then build on them once your team is using the system day to day.
How much does bespoke software cost?
It depends mainly on how much the system needs to do: the number of screens and workflows, how many types of user it has, which other systems it connects to, and whether existing data needs moving across. We price each project individually and, after an initial conversation, send a proposal setting out what you'll get and what it will cost.
Want to talk it through?
Tell us how things work at the moment and what's causing problems. We'll talk through the options with you and what we could build.