Custom-built tools and automations for small businesses with needs that off-the-shelf software just doesn't fit. We figure out your process, then build the system that runs it.
Not Software as a Service. Software Built For You.
Most small businesses aren't out looking for software. They've just got used to the workarounds. See how many of these you recognise.
You type the same thing in twice. Job sheet, then invoice, then a spreadsheet.
The process lives in one person's head. Everyone else has to go and ask them.
You're chasing paper. Forms, timesheets and dockets come back late, damaged, or not at all.
Simple questions take hours. What did that job actually make?
It's all in a group chat. Photos, approvals and changes buried in messages.
Month end is a scramble. Invoicing takes days that it shouldn't.
None of this needs a bigger app. It needs one built for the way you already work.
The point was never the software. It's what happens in the business once it's doing the work.
One system, one entry. Less time on admin, and the after-hours catch-up starts happening by itself.
Know where every job, dollar and task sits, without chasing people or digging through spreadsheets.
One entry feeds every place it's needed. No double handling, no version confusion, no wondering which spreadsheet is right.
Photos, timestamps and sign-offs captured as the work happens. Nothing rests on memory or good intentions.
Branded, consistent, organised. The kind of operation that wins bigger clients and gets taken seriously.
You can't scale chaos. You can scale a system. Take on more without the wheels falling off.
A new app, a subscription, a fortnight of setup. And you're still working around it. That isn't you picking badly. It's what happens when software does 80% of what you need and leaves you the other 20% every day.
No one builds for a business quite like yours. Sound familiar?
You've looked. Everything is built for a business roughly like yours, and roughly isn't good enough.
Three apps, two spreadsheets and a group chat. Each does part of the job. None of them does yours.
They move a button, drop the feature you relied on, and add a tier you suddenly need. Your process changes because their roadmap did.
No one sets it up for you, either. Ring a bell?
Trials, configuration, getting everyone onto it. All on top of your actual job.
Years of records sitting in the thing you're trying to leave, and nobody's offering to move it across.
Adding users, resetting passwords, chasing a support queue when something breaks. Nobody hired you for that.
None of that is bad luck. It's what happens when software is built for everyone, then handed over for you to run. The fix isn't a better app. It's a different kind of software.
SaaS is Software as a Service, built for everyone, sold to you by the month. BFY is Built For You, software that only exists because your business does.
We handle everything technical, from the first set-up right through to ongoing upkeep, so you can simply use your system and get on with running your business.
We get everything live, configured on your devices, and your old data migrated in. No half-finished setup, no data left stranded in the old system.
Adding or removing users, resetting passwords, updating access and permissions, changing settings, tweaking how things work. Just ask, and we take care of it.
If something isn't working the way it's meant to, we fix it. No hourly billing for things that should just work.
Servers, databases, security, backups. All of it is our responsibility, not yours. It just works.
And when the business changes, the system changes with it. The only updates you will ever get are the ones you asked for.
These are examples, not a fixed menu. The point is that it's built for you.
The systems that run your day-to-day work.
Web-enabled systems your customers interact with.
Make MYOB or Xero do the heavy lifting.
See your numbers, and make your tools talk.
That's the whole point. We build custom for your business, your process, your niche. If it doesn't exist yet, let's build it.
No surprises, no jargon. You know exactly what you're getting before you pay a cent.
We talk through your business, your process, and where the pain is. No cost, no obligation.
We write up a clear brief of what you need and the features it'll include, refined together until it captures exactly what you're after.
A fixed upfront implementation fee and a simple monthly fee. You accept when you're happy, or you don't.
We design it properly: diagrams and a clear plan of exactly how the system will look and work, so there are no surprises.
We build it, with a clear timeframe. You get a system made from the ground up around how you work.
It goes live, and we keep it running. Hosting, fixes, and changes are all handled.
Two parts: a one-off implementation fee, and a monthly fee to run it.
This is you if the job is always the same shape. A timesheet is always a timesheet. Once it's built, it just runs.
Timesheets · Receipts & invoicing · Digital forms & checklists · Payment reminders
This is you if there are a few different things to keep track of, and they need to talk to each other.
Job tracking · Quote-to-invoice · Run sheets & scheduling · Inventory tracking
This is you if every job is a bit different, there's a lot to capture, and it has to fit with your other tools.
Proof of delivery · Customer portals · Multi-site operations · MYOB & Xero integrations
The monthly covers looking after it, and how much looking after depends on how much system there is. A timesheet is always a timesheet. There's only so much it can ever need to do. A delivery system is the opposite: hundreds of variations to account for, far more information to keep straight, and always a next thing worth adding. The more moving parts, the more there is to keep running, supported, and improving over time.
People start with one system, watch it work, and come back for the next thing. When they do, the numbers above stop applying.
The discovery is already done. We know your process, your data and how the business runs, so there's far less to work out and far less to charge for.
Same hosting, same admin, same people looking after it. A second system doesn't double your monthly, it adds a slice to it.
Where it makes sense, your systems connect. Something entered in one shows up in the next, so the whole lot works as one.
So three connected systems costs roughly twice the implementation of one, and one and a half times the monthly. Not three times either.
That is three systems of a similar size. Start small and add something much bigger later and the percentages hold exactly the same, you just land on a different multiple.
The end goal isn't one system. It's four or five that run the business between them, for a fraction of what five separate systems would cost.
The monthly fee is all in: hosting, backups, bug fixes, small tweaks, and system administration are all covered. Every system is quoted individually after our chat, so these are starting points to give you a feel for what to expect. Not sure which one you are? Most people aren't at first. That's exactly what the free chat is for.
Tools built from scratch for businesses the marketplace forgot.
A delivery business couldn't find any off-the-shelf tool that fit their workflow. Built a custom proof-of-delivery system tailored to exactly how they operate, capturing sign-offs, photos, and records in the field.
Built an automated system that categorises receipts and generates invoices ready for a quick review, turning hours of manual data entry into a few minutes of checking.
Custom timesheet capture with the reporting the business actually needed, built to fit the way they already work rather than forcing a change in process.
The first conversation is free. Tell us what's not working, and we'll tell you honestly whether we can build something that fixes it.
Or email directly: steve@smallbizsystems.com.au