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Process & Data

Custom Systems

A system designed around your process, not the other way around. We build platforms that connect data from multiple tools, bring order to operations, and give decision-makers an up-to-date picture of what's happening. We apply the same delivery model to CRMs, sales panels, real estate systems, workflows, and B2B portals - with strong domain experience in automotive, among others.
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Similar project 80% faster system performance and 40% lower maintenance costs

After the first call, you receive an initial assessment and a recommended next step.

The challenge

When do your processes require a custom system?

Manually moving data between systems, no shared view of the process, and decisions made on outdated information. A custom system brings order to these areas and gives the team a single, coherent working environment.

Technical details and delivery approach

Custom systems are software designed from the ground up around the process, data, and business logic of a specific organisation. Hexacode builds them for B2B companies - from process analysis through architecture and iterative delivery to maintenance and development by the same permanent team. We don’t lock ourselves into one industry - we solve similar problems in CRMs, apartment sales, HR, logistics, and B2B portals, with strong experience in automotive and vehicle-data systems.

How the build works

An analytical workshop (1–2 weeks), a recommendation with pricing and a phased delivery plan, and the go decision on your side. Delivery is iterative - a working increment every 2 weeks, a weekly meeting with the same lead engineer, live insight into the project, and a transparent budget broken down by specific tasks.

Technology stack

Vue.js, Node.js, PostgreSQL - a mature stack with wide availability of specialists on the market. Where scale demands it: Redis, Elasticsearch, asynchronous queues. Modular architecture - individual parts of the system can be developed independently.

Shorter iterations, the same quality bar

We automate part of the engineering work, but every change still goes through code review, tests, and verification of architectural decisions by an experienced team. That lets us show working increments sooner without loosening control over quality.

Case studies

For a company in the automotive sector, we modernised an IT system, achieving 80% faster loading and a 40% reduction in maintenance costs. For HistoriaSzkod.pl, we developed the product and a public API for VIN reports, handling thousands of requests daily. For an HR company, we built a platform that cut event handling from 8 hours to 1 hour, and in real estate projects we delivered sales panels and interactive apartment-offer views. We describe every project with concrete results - see case studies.

What we deliver
  • Process first: we map how your company works before writing a line of code
  • A CRM, B2B, or workflow system - built around how work actually flows, not around a template
  • Experience in automotive, VIN reports, sales panels, and real estate systems
  • Data from multiple tools in one place - one consistent picture instead of diverging spreadsheets
  • Documentation and knowledge transfer: your team understands the system, not just us
  • The same team after go-live: maintenance, monitoring, further development
Concrete scenarios

The systems we build most often

We most often bring order to one of four areas: operational data, workflow, sales, or B2B self-service.

Scenario 01

An operations panel with one source of data

Three departments, three spreadsheets, three versions of the truth. Decision-makers wait for a report instead of seeing the current state of operations.

How it works
  1. We map the data sources and existing tools across the company
  2. We design the data model and integrations (ERP, CRM, spreadsheets, APIs)
  3. We build a dashboard with per-role views - the CEO sees a different screen than the operations manager
  4. Data updates in real time, with no manual exports
  5. Alerts and anomalies reach the right people automatically
One screen instead of six tools. Decisions based on current data, not on yesterday's spreadsheet.
Scenario 02

A workflow system instead of emails and spreadsheets

Requests come in by email, statuses live in Excel, and nobody knows who owns what. At 50 requests a day, that's chaos.

How it works
  1. We analyse how the process runs with the end users
  2. We design a digital flow with roles, permissions, and statuses
  3. We deploy a request form with validation and automatic assignment
  4. Every step has an owner, a deadline, and a change history
  5. Reports and SLA metrics generate automatically
Full visibility of the process from request to closure. No more asking on Slack: who has this?
Scenario 03

A CRM or apartment sales panel

The sales team works across spreadsheets, emails, and a separate CRM. Unit statuses, contact history, and tasks never form one picture of the customer.

How it works
  1. We map the sales process: lead, offer, reservation, contract, after-sales service
  2. We design the data model for units, customers, statuses, and sales tasks
  3. We integrate forms, the CRM, the development's website, and internal data sources
  4. We build a panel with funnel, availability, and team activity views
  5. Reports show the current state of sales without stitching data together by hand
The sales rep sees the customer's context and the offer's availability in one place. Management sees sales without waiting for a manual report.
Scenario 04

A B2B portal with ERP integration

Orders placed by phone and email. A sales rep retypes the data into the ERP. The customer sees neither order status nor history.

How it works
  1. We design a self-service portal with a product catalogue and per-customer pricing
  2. We integrate with the ERP: stock levels, prices, order history
  3. The customer orders online and sees the status in real time
  4. Invoices are generated automatically and reach the customer
  5. The sales rep focuses on the relationship, not on retyping data
Orders land in the ERP with no sales rep involved. Fewer errors, faster handling.
Process

What does building a custom system look like?

Process analysis and priorities

A workshop with your domain experts: we map processes, users, and data sources. It ends with a recommendation and an estimate - with no obligation to continue.

1–2 weeks

Architecture and delivery plan

You receive a document with the architecture, integration plan, and a schedule broken into stages, assumptions, and tasks. The go decision is yours.

3–5 business days

Iterative delivery

A working increment every two weeks and jointly set priorities. The first version with key features usually ships in 2–3 months.

MVP: 2–3 months

Maintenance and development

The same team takes over monitoring, SLA-based incident response, and further development. The notice period is 30 days.

ongoing
Who it's for

This makes sense if...

  • 01 Your processes work, but on spreadsheets, emails, and manual copy-pasting - and you know it won’t scale.
  • 02 Several departments work from different data, so decisions are slow or based on an outdated picture.
  • 03 You want a partner who doesn’t just write code, but takes responsibility for the system after go-live.
A different approach may be better if...
  • — An off-the-shelf SaaS covers your process without critical compromises.
  • — You’re looking purely for backlog execution - without process analysis, integrations, or post-launch ownership.
  • — The process is simple and stable and the scale isn’t growing - a custom system won’t pay for itself.
FAQ

Frequently asked questions about custom systems

When does a custom system make sense instead of an off-the-shelf tool?

A custom system makes sense when your process is specific to your organisation and no off-the-shelf tool covers it without forcing compromises. Typical signals: data being copied manually between several systems, three departments working from different sources of information, and decision-makers waiting for a report instead of seeing the current state of operations in real time. If an existing solution (Notion, Monday, Salesforce, or a well-configured spreadsheet) covers your process - we’ll say so directly. A custom system is an investment that pays off when data must flow between many systems, business logic is unique, and scale is growing faster than off-the-shelf tools can handle.

What does collaboration look like during the analysis phase?

We start with an analytical workshop lasting 1–2 weeks, run jointly with experts from your company. During the workshop we map business processes, identify priorities, speak with end users, and define success metrics. We also audit existing systems and data sources to plan integrations. At the end, you receive a document with an architectural recommendation, pricing, and a phased implementation plan - only then do you decide whether to proceed. The analysis doesn’t commit you to further collaboration. If during the workshop it turns out that an off-the-shelf tool would solve the problem better - we’ll say so.

How long does it take to build a custom system?

A typical first stage (MVP with core functions) is live in 2–3 months. Delivery is iterative - every 2 weeks we deliver a working increment that your team can test and provide feedback on. You don’t wait for the end of the project to see results. The phased approach means modules can be in use before the full system is complete. Full scope and timeline are agreed after analysis, as they depend on process complexity, number of integrations, and data requirements. For example - an event management platform for an HR company was ready to use 10 weeks after kick-off.

What happens after deployment - who maintains the system?

We do. The same team that designed and built the system takes over its maintenance and further development. We provide 24/7 monitoring, security updates, incident response within agreed SLA times, and regular technical reviews. Project context stays with the people who know the architectural decisions and their reasons. The system is meant to reliably support the business for years, not just pass acceptance testing. You see the current state of the system in reports and have a single point of contact for questions and escalations. The notice period is 30 days - we don’t lock you into a long-term contract.

Can the system be integrated with the tools we already use?

Yes - integrations with existing systems are one of the main reasons companies choose a custom solution. We connect ERP systems, CRMs, databases, external APIs, communication tools, and payment platforms into one coherent ecosystem. We design integrations so that data flows automatically and in real time, eliminating manual transfer of information between systems. During analysis we audit the existing technology stack and plan the integration architecture - accounting for both current tools and those you may adopt in the future.

When doesn’t a custom system make sense?

We won’t take on a project where we won’t deliver value. If an off-the-shelf tool covers your process without critical compromises - that’s the better option. A custom system is an investment that pays off when the process is specific, data must flow between many systems, and scale is growing faster than off-the-shelf tools can handle. We also don’t build systems without shared thinking about the process - if you’re looking purely for backlog execution without analysis, integrations, and long-term ownership, that’s not our model of collaboration.

What do security and the permissions model look like?

A custom system lets you design a precise permissions model: who sees which data and what they can do with it. We tailor it to the organisation’s structure - from global roles (administrator, manager, operator) to granular permissions at the level of a module, record, or action. Employees see the data they need for their work, without access to information that doesn’t concern them. This is critical in companies where financial, personnel, and operational data flows through one system, and compliance requirements (GDPR, sector regulations) mandate clear access boundaries.

Have a question that's not listed here? Write to us - we'll give you a straight answer.

Contact

Describe a problem or an idea for a product

Describe the process that's scattered across spreadsheets and systems today. We'll come back with a concrete next step - no drawn-out sales conversation.

In a few sentences: what you want to build or improve, why, and by when. No tech details needed - we'll ask about the rest.

Prefer to write directly? [email protected]

After first contact we schedule an intro call and agree on a plan of action.