Custom Software: your process turned into a system you own.
When no off-the-shelf software fits exactly how your company works, we build yours. With rigorous functional scoping, phased development, real validations and code delivered as your property — without depending on us to operate.
- Built on your real operation: scoping sessions with your key users, defined acceptance criteria, and UAT before go-live.
- The code is yours: 100% intellectual property transfer, with repository and documentation delivered.
- We don't implement and disappear: post-delivery warranty and optional monthly maintenance plan so the system evolves with you.
We guide you with quick questions and determine if this service is the right fit for your case.
Is this service right for you?
It's for you if:
- ✓Your company has unique processes that no standard system covers well — and today you manage them in Excel, paper, or disconnected tools that don't talk to each other.
- ✓You have an ERP or base system that covers accounting and standard processes, but your own operational workflows were left out and you resolve them manually.
- ✓You know what you need to build — or at least you know what the problem is — but you haven't found anyone to do it seriously and without empty promises.
- ✓You're willing to participate in scoping and validations: your key users need to be available at the right moments.
- ✓You want to own your system, not rent a generic tool that can change pricing, terms, or simply disappear.
It's not for you if:
- ✕What you need is to implement AI, automations or a knowledge base without building new software. → Operative AI + Automation
- ✕You're looking for a fast and cheap prototype without a formal scoping process. The risk of building without validation is high; that's not how we operate.
- ✕You need a mass-market consumer app or a SaaS product to sell in the market. That logic requires product development, which has a different dynamic.
- ✕You can't commit your key users' time for validation sessions. Without that, the system ends up reflecting what we imagined, not what your company actually needs.
What's your starting point?
There are two common scenarios. The development process adapts depending on which one best describes your situation.
Point A
Building from scratch
No system exists to cover the process. Today you manage it in Excel, paper, emails, or disconnected tools that aren't integrated. The process works when volume is low and the person maintaining it is available. When the team grows, the process scales poorly.
Signs this is your scenario:
- •You have a critical process that lives in a spreadsheet that only one person knows how to maintain.
- •When volume increases, the process becomes slower and more error-prone.
- •The information for that process isn't centralized: each area has its own version.
- •If someone touches the wrong file, the process breaks.
Point B
Extending what you already have
You have an ERP, accounting system, or other base software that covers standard processes. But there are workflows specific to your operation that the system doesn't address, and you're solving them in parallel, manually, or with tools that don't communicate well.
Signs this is your scenario:
- •Your ERP covers accounting, but not how orders get approved, how field inventory is tracked, or how internal requests are managed.
- •You have modules or reports that need data from multiple sources and you consolidate them manually.
- •You need screens, workflows, or validations specific to your business that the ERP vendor didn't build.
- •Your unique processes require rules, permissions, or traceability that the base system doesn't have.
In both scenarios, the first step is the same: a functional scoping that turns your real operation into a technical specification. There we define what to build first, what falls outside the initial scope, and what criteria determine that the system was built correctly.
The systems we build.
Three main formats, adapted to what your company needs. The construction process is the same for all three.
01
Internal web application
most commonFor: Companies that need to replace Excel, paper, or manual processes with a controlled system — with rules, validations, and defined roles.
Typical use cases: Logistics control, internal approval workflows, operational traceability, cross-department information consolidation, resource planning and allocation, incident management, request handling, area-level task tracking.
Browser-based, no installation required, with per-user permissions.
02
Complementary module for an existing system
For: Companies with an ERP or base system that covers the standard, but need to extend it with processes, screens, workflows, or reports the vendor didn't include.
Typical use cases: Business-specific approval modules, executive reports combining data from multiple sources, validation workflows with custom rules, controlled system-to-system integration via API.
We don't replace what works — we complement what's missing.
03
Portal or reporting tool
For: Companies that need to extend their operation toward clients or vendors, or provide management with analytical systems.
Typical use cases: Request and tracking portals for clients and vendors, executive dashboards with real-time indicators, role-based status lookup tools, document management systems with controlled access.
Dashboards and reporting are built only when the underlying data is reliable and the analysis justifies the investment. We don't promise reports on data that doesn't exist or isn't clean.
What every project includes, without exception
Regardless of the system type:
- •Functional scoping with your key users: specification, scope, acceptance criteria, and prioritized backlog.
- •Technical architecture appropriate to the system's size, criticality, and expected growth.
- •Iterative module-by-module development with internal quality checks before each review.
- •Internal QA + guided UAT with an acceptance criteria checklist.
- •Technical and user documentation delivered with the system.
- •Intellectual property transfer: the code, repository, and documentation are yours.
- •30-day post go-live warranty for bug fixes within the delivered scope.
Role-based access control (who can view, edit, and approve based on their function), traceability of critical actions, integration with existing authentication systems, and deployment flexibility in the cloud or on your own infrastructure according to your company's policies.
What this service is not.
24/7 support by default.
We define SLAs and coverage hours from the start. For operations requiring extended availability, a different SLA can be quoted as an additional agreement.
Unlimited new features within the project.
All development is governed by the scope approved during scoping. Scope changes are managed as additional phases — not as corrections to the original project.
Mass historical data migration.
Migration of existing data is not included by default. If your project requires it, it is explicitly scoped and planned as part of the project.
Integration with legacy ERP without an API.
We connect systems that have standard integration interfaces. If the third-party system has no API or imposes technical restrictions, we define a realistic strategy during scoping — we don't promise what the infrastructure doesn't allow.
Extended training for the entire company.
The project includes targeted onboarding for your key users and usage documentation. Additional training for larger teams is scoped and quoted separately.
Third-party licenses.
If the system requires external tools with a license cost, they are quoted separately or acquired directly by you, based on your preference.
Project phases.
Each phase has concrete deliverables and advancement criteria. We don't move to the next phase without validating the previous one.
0
Functional Scoping
Structured sessions with the sponsor and your key users by area. We map the current workflow, identify the real problem, define rules, exceptions, permissions, and input/output data. We don't assume — we ask and document.
Functional system specification (what it does, how it behaves, what it validates). Scope and out-of-scope. Acceptance criteria (how we validate the system was built correctly). Prioritized backlog (what comes first and why). Workflow map (a diagram understandable to non-technical stakeholders).
Before scoping: we sign a confidentiality agreement. No process, document, or operational detail of your company is reviewed without that signed agreement. The information you share in scoping is yours — and we treat it as such from day one.
1
Architecture and Technical Design
We define the system architecture: technologies, database, deployment model (cloud or on-premise), integrations, and security structure. You don't need to understand the technical details — but it's important that you know the decisions that affect the business: where your data lives, who accesses it, and how the system scales.
Documented technical decisions + refined effort estimate per module.
2
Iterative Development
We build module by module, with internal quality reviews before each presentation. We don't deliver everything at the end — we deliver functional parts so you and your team can validate incrementally. This way you see real progress and adjustments are made when they're still simple and economical.
Functional modules per iteration + change log + test environment for you and your users to validate.
3
QA + UAT
Internal QA to verify the system works according to the specification. Then UAT with your key users, guided by the acceptance criteria defined in Phase 0. UAT isn't "try it out and see" — it's a formal validation with real scenarios and an approval checklist.
QA report + signed UAT certificate as a go-live condition.
4
Go-Live + Warranty
Production deployment, targeted onboarding with your key users, and initial stability monitoring. The system enters real operation.
System in production + technical and user documentation + code repository transfer.
30-day warranty: covers bug fixes within the delivered scope. Does not include new features, requirement changes, or errors caused by modifications made by third parties after delivery.
5
Monthly Maintenance
Once the system is stable and in real production, you can contract a monthly maintenance plan to keep evolving it: minor fixes, functional improvements, technical updates, and support for operational issues. Maintenance is not a requirement for the system to work — it's the option for those who want to keep it aligned with how their business changes. The base hour pool is 10 hours/month, adjustable to your real needs: more hours, differentiated SLAs, or specific scopes are quoted case by case.
Optional, available after go-live and the warranty period.
What you need on your side
- •A sponsor with authority to prioritize and make scope decisions.
- •Your key users with genuine availability for scoping sessions and UAT.
- •Access to current information: Excel files, forms, screenshots, real process examples.
- •Initial definition of roles and permissions (who can view, edit, and approve in the system).
- •For integrations: your technical or business leads who can enable access.
The scoping produces the specification. Without your participation, the specification reflects assumptions — not your real operation.
Small projects / single module: 4–6 weeks. Medium projects / multiple workflows + validations: 6–10 weeks. Complex projects / multiple areas + integrations + robust UAT: 10–16 weeks or more, in phases. Timelines assume normal availability from your team for validations — if reviews are delayed on your side, the calendar adjusts accordingly.
Who builds it and with what.
What we build isn't web forms. These are systems with architecture designed to scale, security built in from the start, and the right technical decisions for your type of business.
Project team
Each project has the right technical profile based on its complexity:
- •Fullstack developers (integrated frontend + backend)
- •Backend specialists — service architecture, APIs, complex business logic
- •Frontend specialists — operational interfaces, functional usability, user experience
- •DBAs (database administrators) — data model design, performance, and scalability
- •QA engineers — functional testing, regression testing, and acceptance criteria validation
- •DevOps / infrastructure — deployment, CI/CD, monitoring, and environment stability
Some of the technologies we use
Frontend
React · Angular — selected based on the interface type, interaction complexity, and project requirements. Focus on operational usability: interfaces that teams adopt because they make work easier, not because they look good in a presentation.
Backend
Java / Spring Boot · Node.js / NestJS · Python (FastAPI / Django) · .NET / C# — chosen based on required robustness, integration types, the client's existing technical standards, and system criticality. REST API design as standard; GraphQL when the project's data structure justifies it.
Databases & infrastructure
- •Relational databases: PostgreSQL · MySQL · Amazon Aurora · SQL Server
- •Deployment: AWS · Azure · on-premise infrastructure (per client policies)
- •Containers and deployment automation: Docker · CI/CD pipelines
- •Monitoring and alerts: basic configuration included; advanced levels per agreed SLA
Authentication & security
- •JWT (JSON Web Tokens) for stateless authentication
- •Azure Active Directory / Microsoft Entra ID — integration with the client's Microsoft ecosystem
- •AWS Cognito — for projects in the AWS ecosystem
- •SSO / OAuth 2.0 — integration with the client's existing identity system
- •RBAC (role-based access control) as a standard design principle on every project
What the team knows how to do — and applies when the project requires it
Not every project needs the same thing. There are capabilities that are part of the team's knowledge and are deployed when the solution to the client's problem demands them — not as add-on services, but as a natural part of development:
AI-integrated modules
If the process benefits from automatic classification, information extraction, content generation, or prediction capabilities, they are integrated into the system as just another module — with the same scoping, UAT, and delivery criteria as the rest of the project.
Machine learning applied to operations
Analysis of the system's own historical data for behavior prediction, anomaly detection, or intelligent automation of decisions within operational workflows. Implemented when the business data supports it — not before.
IoT connectivity
Data capture from connected sensors, equipment, and devices, integrated into the system's workflows — for operations with physical assets, field logistics, industrial monitoring, or production control.
Integration with external systems
Via REST API or GraphQL when technical documentation exists. If there are technical or contractual restrictions, a realistic strategy is defined during scoping — without promising what the infrastructure doesn't allow.
What we build, in concrete cases.
Three common patterns. Your specific case is defined during scoping: every company has its own combination of processes, rules, and constraints.
The following examples are representative of the systems we build. The actual scope of your project is defined during functional scoping, not before.
The critical process that lives in Excel
Situation
A company manages its production control, planning, or order traceability in spreadsheets. It works when volume is low and whoever maintains the file is available. When the team grows, the process scales poorly: errors, conflicting versions, dependency on one person.
System built
Internal web application with the digitized process workflow: data entry with business-defined validations, roles and permissions by function, traceability of every action with timestamp and owner, real-time reports for supervision.
How it operates
Your team works directly in the system from the browser. Business rules are implemented in the system — not in the memory of whoever built the spreadsheet. Reports reflect the real state without needing to consolidate anything manually.
The ERP that doesn't cover everything
Situation
You have an ERP that handles accounting, billing, and standard stock. But your purchase approval process has levels by amount and department, your executive reports need to cross data from multiple modules, and your internal request workflow is managed by email with no formal record.
System built
Complementary module integrated with the ERP via API: approval workflow with levels configurable to your business, reporting screen with consolidated data from multiple sources, internal request module with statuses, owners, and traceability.
How it operates
Your ERP keeps managing what it does well. The module covers what it was missing, connected to the existing data. You don't replace what works — you add what was needed.
The portal that connects outward
Situation
You receive requests from clients or vendors via email or WhatsApp. The status of those requests is known internally, but there's no way for the external party to check it directly. Your team spends time answering follow-up questions that the system should resolve on its own.
System built
Self-service portal with authentication: your client or vendor logs in, checks the status of their requests, downloads relevant documents, and receives automatic notifications at defined moments. Your team manages everything from the same system.
How it operates
Your clients check their information directly. Your team stops answering status questions and focuses on requests that require real attention. The volume of repetitive inquiries drops without needing more staff.
These patterns can be combined or extended depending on your business. What's always the same is the process: serious scoping, phased development, real UAT, and code delivered as your property.
Investment and project model.
We publish the reference price so you come to the conversation with clarity. The exact cost is defined after scoping — not before.
Scoping + development + delivery
From $2,500 USD + VAT
Covers functional scoping, technical design, phased development, internal QA, UAT, go-live, documentation, and code transfer as your property. The exact value depends on complexity: number of modules, workflows, integrations, roles, and expected volume. Payment model: by project milestones (deposit, partial deliveries, and go-live), defined in the service agreement. We don't charge everything upfront.
The system that evolves with your operation
Monthly fee per agreed scope
Once the system is stable and in real production, you can contract monthly maintenance. Includes development hours for improvements and adjustments, 8×5 technical support, and basic stability monitoring. The base plan starts with a 10-hour/month pool — the exact scope (more hours, differentiated SLAs, additional coverage) is defined based on your real needs.
Monthly maintenance: a choice, not a condition.
Maintenance is a choice, not a condition. We recommend it because businesses evolve: processes change, new needs emerge, and the system should be able to grow alongside that. But the system we deliver works well from go-live — the 30-day warranty backs that up.
The implementation fee varies by complexity: modules, workflows, integrations, and technical requirements. The exact cost is defined during scoping, with clear acceptance criteria before committing budget.
Tell us the process you need to systematize and we'll guide you on scope and estimated cost.
What the CEO and IT team ask before starting the project.
Yes. The intellectual property transfer is total: the source code, repository, technical documentation, and user documentation are yours from the moment of delivery. You can modify it, continue it with another vendor, or with your own development team. We don't build opaque systems to create dependency — we build maintainable systems.
It's designed so you can. We deliver the repository with version history, technical architecture documentation, and user documentation. Any qualified development team can pick up the project from where we left off.
With the acceptance criteria we define in Phase 0, before writing a single line of code. UAT is a formal validation with real scenarios and a checklist: if the system passes the agreed criteria, go-live proceeds. If it doesn't pass, it's corrected before delivery. There's no 'let's see what you think at the end.'
The 30-day post go-live warranty covers bug fixes within the delivered scope — behaviors the system should have according to the specification but doesn't. It doesn't cover new features, requirement changes, or errors caused by modifications made by third parties. If a new need arises during the warranty, it enters the maintenance backlog or becomes an additional phase.
A base pool of 10 hours/month available for functional improvements and adjustments, 8×5 technical support for operational issues, and basic stability monitoring. The plan is adjustable: if you need more hours, a different SLA, or specific coverage, it's defined case by case. Unused hours in a month don't roll over. Maintenance is available once the project and the warranty period are complete.
Yes, if the system has standard integration interfaces (documented APIs). Integrability assessment is part of scoping: we verify what the existing system exposes, how to connect, and whether there are technical or contractual restrictions. If there's no API or there are restrictions, we define a realistic strategy — we don't promise what the infrastructure doesn't allow.
It depends on your case. The cloud (AWS, Azure, or others) is more agile, scalable, and requires less internal infrastructure management — it's the recommendation for most projects. On-premise makes sense when there are strict security policies, specific regulatory requirements, or already-established internal infrastructure. We define this in Phase 1, after understanding your context.
The project requires real participation at specific moments: scoping sessions with your key users (3 to 6 sessions), module validations during development, and UAT at the end. It's not something that takes all day, but it does require genuine availability at those moments. A project where validations are delayed on your side takes longer — the timeline depends on both parties.
Yes. It's a natural evolution. First you build the stable system, with clean data and defined processes. Then, if you want, Operative AI can be implemented on top of that system: automations connected to the software's workflows, assistants with access to the generated data, report analysis. Both services are compatible because they're designed for the same model: real operations, no improvisation.
Scope changes are normal. The difference is in how they're managed: minor changes within the spirit of the scoping are absorbed into development. Relevant changes — new modules, new rules, new integrations — are evaluated as additional scope with time and cost impact. Nothing is modified without written agreement. A well-done scoping significantly reduces this risk, but doesn't eliminate it entirely.
Yes. Custom Software builds a proprietary system from scratch or as a new module — the result is software your company owns. Operative AI implements artificial intelligence and automations on top of existing processes, using market platforms, without building new software. If you have a process that no tool covers, you need Custom Software. If you have processes that already work but consume unnecessary time or depend on specific people, you need Operative AI.
Our headquarters are in Ecuador. We operate remotely for companies throughout Latin America — the project is managed 100% digitally. Scoping sessions, validations, and UAT are conducted remotely using standard collaboration tools.
How much longer will you manage that process in Excel?
The first step is functional scoping. In that conversation we define what to build, what falls outside the initial scope, and what criteria determine the system was built correctly — before committing budget.
Tell us the process you need to systematize. We'll guide you on scope and the next step.