Built around your processes · NDA
CRM and internal systems built around your processes
From inquiry to invoice and service — one system that we build and develop together with you. We work under NDA.
Track record
A management system for a service company — client since 2017
We have been building and developing it continuously since 2017. Every part of it — from inquiries to the warehouse, the employee app and AI — is in daily use.
We do not publish client names, screens or figures — the illustrations show a fictional company, UAB „Pavyzdys“.
From inquiry to invoice
The whole workflow in one system
Data is entered once and moves on: from the inquiry to the proposal, the order, the employee’s task and the invoice.
- 01
Inquiry
An e-mail, a website form, an ad lead form or a phone call becomes an inquiry. AI writes a Lithuanian summary of the e-mail.
- 02
Proposal
You build the proposal from your products and services; the client receives a PDF and a link.
- 03
Order
An accepted proposal becomes an order — nothing to retype.
- 04
Goods receipt
AI reads the supplier’s PDF invoice and prepares the goods receipt. A person reviews and confirms it before it is posted.
- 05
Task for an employee
The task appears in the employee’s mobile app, which also works offline.
- 06
Invoice
An invoice with a payment link and a QR code.
- 07
Payments
An uploaded bank statement file is matched to invoices automatically.
- 08
Service reminders
Reminders about upcoming service go out to everyone at once, and the customer replies on a dedicated page.
What it looks like
Three everyday screens
Supplier invoices: AI reads, a person confirms
AI matches the invoice lines to your products. What it cannot match, it flags, and you create the new product with one click. Nothing reaches the warehouse until a person confirms.
The employee app works offline
Today’s tasks, the work checklist and a payment link with a QR code for the customer. Changes made offline are sent when the connection returns.
Service reminders
Pick the customers whose service is due and send a reminder by e-mail or SMS. The customer chooses a reply on a web page, and it comes back into the system.
Modules
What the system is made of
Inquiries and clients
Company details are filled in from the registry, and addresses are checked against the address registry.
Proposals and orders
Proposals from your products and services, a PDF and link for the client, orders from accepted proposals.
Invoices and payments
Invoice series, credit notes, proforma invoices and payment links.
Warehouse
Several warehouses, including employees’ cars, kits, and stocktaking with barcode scanning.
Service and employees
Equipment register, service intervals and the employees’ mobile app.
Documents
PDF documents, warranty and defect reports.
Reports
Reports shaped around how your team works.
Roles and audit
An event trail for every document; deleted records are archived and can be restored.
Artificial intelligence
AI that works in your team
AI does the data entry. A person confirms supplier invoices before they are posted; everything else the AI does on an employee’s behalf, and every action is logged.
E-mail → inquiry
AI reads the e-mail, fills in the inquiry and writes a summary.
Supplier invoices
AI reads the PDF and prepares the goods receipt, and a person confirms it.
In-app assistant
Answers questions about your data — with tables and charts.
Claude and ChatGPT through MCP
Staff work with the system from Claude or ChatGPT: every action runs under their own identity and is logged.
Integrations
Connects to what you already use
Data moves between systems without retyping.
- Accounting system
- Payment links
- Courier API
- SMS
- Existing online store
- Ad lead forms
- Company and address registries
- i.SAF
How we build
In stages, with a working result at the end of each
- 01
A paid first stage
The analysis ends with a document and a fixed price for the work that follows.
- 02
A working result
Every stage ends with a part of the system you already use, not a report.
- 03
Knowledge in at least two heads
More than one person knows the system, so work does not stop for holidays or sick leave.
- 04
A separate test environment
You try new features in a test environment first, not in the live system.
- 05
Automated checks
Automated checks run before every deployment.
- 06
We take over existing systems
If someone else built the system, we first assess and document its state: we record it before we fix anything.
Questions
Frequently asked questions
How much does it cost?
We start with a paid first stage: an analysis that ends with a document and a fixed price. You know the price of the next stages before they start, and if more hours are needed, we cover them.
Can you take over a system someone else built?
Yes. We first assess and document its current state — we record it before we fix anything. Then we decide together what to improve first.
Who owns the data?
You do. Clients, orders and their whole history are yours.
What can the AI do without a person?
AI does data entry on an employee’s behalf, and every action is logged. A person confirms supplier invoices before they are posted.
Does the system work offline?
The employees’ mobile app works offline. The web system needs an internet connection.
Do you sign an NDA?
Yes, we work under NDA. That is why this page shows no client names, screens or figures — the illustrations show a fictional company.
Let’s start
Tell us what you still do by hand
We’ll suggest where to start and estimate a first stage you can order on its own.
Discuss a project