Service
Custom software and IT systems
CRM · ATS · workflow · integrations · automation
We build tailor-made solutions and system integrations, matched to your audience and processes. We replace expensive off-the-shelf software with software fitted to your processes and optimised for results. Our software house serves companies in Poland and Germany and supports AI implementations in the enterprise.
Outcome
A system that orders the work
Instead of spreadsheets and email — one source of truth: a workflow that moves each case through its whole lifecycle, CRM/ATS, automation and a full audit. We design processes before the data schema exists — that is where a rollout is won or lost.
Integrations without downtime
We connect systems securely (webhooks, APIs, HMAC signatures) so data flows in real time and nothing is lost. That discipline comes from merger integrations and rollouts at the scale of thousands of users.
CRM, ATS and panels built to measure
Instead of a “box” you bend your process around — we build web applications that fit how you work: CRM, ATS, role panels, dashboards and KPI reports. You get exactly the features you use, and pay no licences for the rest.
Automation of processes and documents
Repetitive work is taken over by state machines, reminders and automatic document generation (PDF). Less handling time, fewer errors and a full audit — usually the fastest return on custom software.
Security, roles and compliance (GDPR)
Roles and permissions, operations audit, backups and data in the EU — security built in from the ground up, not bolted on at the end. We build GDPR-compliant, which matters especially for sensitive data and the DACH market.
How we work — analysis, sprints, go-live
First, analysis: we map the process, roles, business rules and integrations — before the first line of code. Then short sprints, in which the first modules reach production quickly and the system grows iteratively and is verified empirically.
We test and document every change, and you have a single point of accountability for the result. After go-live we stay for running and evolving — with a clear SLA if you need one.
What we need before we can scope
Six answers let us scope a custom system. None of them requires a technical document — they are business decisions you already own, written down. Bring them and the analysis described above starts from your process instead of from questions.
- The business goal, and the decision the system should support — what gets decided better or faster once it exists.
- The systems and interfaces it must talk to — what already holds your data, and what it can expose.
- Users, roles and expected volumes — who works in it, what each role may do, and how much passes through.
- Compliance requirements in scope — we support your compliance requirements, GDPR included, and design for data in the EU.
- Acceptance criteria — what must work on day one for the system to be worth switching to.
- Who decides on your side — one person who can settle scope questions without a committee.
Freelancer or a team? How to choose for an internal tool
For an internal tool the honest question is not “who is better” but “what does this particular tool need to survive”. A single specialist and a team fail in different places, so the choice follows the risk you are least able to carry.
- When a specialist is enough: a small, well-defined scope, few integrations, and someone internal who can write the spec and test the result.
- When a team earns its keep: the tool touches several systems, more than one role depends on it, or the business cannot pause when one person is away.
- We do not take on work without accountability for the final result.
| Criterion | A single specialist | A team |
|---|---|---|
| Continuity | Work stops while that one person is unavailable | Cover exists; absence slows work rather than stopping it |
| Handover | Depends on how that person documents | Documentation and review are part of the process |
| Breadth of skills | Strong where they specialise | Backend, frontend, integrations, infrastructure, security and project management in one scope |
| Accountability | Rests with the individual | A single point of contact answering for the result |
| After go-live | Fixes depend on their availability | Production issues have a named owner |
Proof, not promises
Our operations system “Operis” is living proof: a panel/CRM designed for a real process, with roles, audit and integrations (webhooks/HMAC), built for low running costs. The team has also delivered merger integrations for banks and rollouts at the scale of thousands of users.
We turn that experience into predictability for your project: risk caught early, a clear scope and a single owner of the result.
What you get
Analysis & data model
We map the process, roles and business rules — before any code.
Web application
CRM/ATS/workflow, role dashboards, reports and KPIs.
Integrations
APIs, webhooks (HMAC), real-time data exchange.
Automation
State machines, reminders, document generation (PDF).
Security & GDPR
Roles and permissions, operations audit, data in the EU.
Run & evolve
Short sprints, empirical verification of every change.
Frequently asked questions
Do I need expensive infrastructure?
No. We design for ordinary hosting and minimal dependencies, with no vendor lock-in. Low running costs are often a requirement — that is how we built our own operations system, “Operis”.
How long does a system take to build?
What drives the duration is not the coding but the clarification before it. The sequence is always the same: agree requirements and interfaces, set up a test system with test data, build and sign off the first modules, add error and retry handling, hand over to operations. What moves the schedule: the number of objects and processes, data quality in the legacy system, the interfaces the existing software exposes, and how quickly your team can review. We work in short sprints, so you see working modules early. We commit to a date once these points are settled — before that it would be a guess.
Will you integrate it with my tools?
Yes — we connect systems via APIs and secure webhooks (HMAC). Enquiries, leads and data can reach your system in real time, with no manual re-keying.
How much does custom software cost?
It depends on scope — the first modules are often comparable to a year of a standard tool’s licences, and we spread the rest across stages. What counts is the total cost over 2–3 years (TCO), not the starting price.
When is custom software better than off-the-shelf?
When you pay for unused licences and features, work around a tool’s limits, or when the process is your advantage. With a growing number of users, custom often wins over 2–3 years.
Do you serve the German market?
Yes — our software house serves companies in Poland and Germany in a nearshore model: the same time zone (CET), GDPR compliance and German-language communication.
What should we prepare before asking for a quote?
Six answers, none of them technical: the business goal and the decision the system should support; the systems and interfaces it must talk to; users, roles and expected volumes; the compliance requirements in scope; the acceptance criteria for day one; and who decides on your side. With those, scoping starts from your process rather than from questions. If you have them only in your head, that is fine — bring them to the call and we will write them down together.
Should we hire a freelancer or a team for an internal tool?
It depends on which risk you are least able to carry. A single specialist is enough for a small, well-defined scope with few integrations and someone internal who can write the spec and test the result. A team earns its keep when the tool touches several systems, more than one role depends on it, or the business cannot pause while one person is unavailable. The difference shows up after go-live: continuity, handover and who owns a production issue.
What happens if the one person who knows the system leaves?
That is the key-person risk, and it is the main reason to weigh a team against a single specialist. On our side the answer is structural: we document and review every change, so the code can be picked up by someone else, and you have a single point of accountability rather than a single point of failure.
Related
From the blog
Got a process begging for its own system?
We will design, build, deploy and maintain an application tailored to your work.
Let’s talk