Custom Systems

Manually moving data between systems, no shared view of the process, and decisions made on outdated information.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.

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

When is a custom system worth building?

A custom system makes sense when your process is too specific for an off-the-shelf tool - and too important to keep running on spreadsheets. It’s software designed from scratch around the way a single organisation works, with its exceptions, integrations, and business logic that no SaaS will cover without forcing compromises.

A typical signal? Data being copied manually between systems, three departments working from different sources of information, and decision-makers waiting for a report instead of seeing the current state of operations. If this sounds familiar - you’ve probably already tried an off-the-shelf tool.

Another scenario is scale: the company is growing, and the existing toolkit (spreadsheets, email, three separate SaaS products) is starting to generate more operational costs than implementing a tailored system. A custom system consolidates data in one place, eliminates manual data transfer, and gives decision-makers a real-time view of operations without waiting for a report.

How does building a system at Hexacode work?

We start with an analytical workshop - 1–2 weeks of joint work with experts from your company. We map the process, identify priorities, and define success metrics. At the end, you get a recommendation with pricing and a phased implementation plan. Only then do you decide whether to proceed.

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. You see progress regularly, have a live project view, and a weekly standup with the same lead engineer who has been running your project from day one.

Technology stack - and why we chose it

We choose technology based on project requirements, not trends. For most custom systems we work with Vue.js on the frontend, Node.js on the backend, and PostgreSQL as the database. This stack combines three qualities important in a B2B context: maturity (each tool has a long production history and an active community), flexibility (it allows for rapid iteration without architectural rework), and market availability of specialists - meaning the client is not exclusively dependent on us.

Where scale or the specific nature of the problem demands it, we add further elements: Redis for caching, Elasticsearch for full-text search, task queues for asynchronous processing. We design the architecture so that individual modules can be developed independently - without the risk that a change in one process breaks another.

Communication and budget transparency

During the build, we don’t disappear for a month and then present a finished product. Our collaboration model rests on three pillars. The first is a weekly standup - a weekly meeting with the lead engineer to discuss progress, next week’s priorities, and any blockers. The second is a live project view: the client has constant access to the task board and code repository, so they can see at any moment what we’re working on and what stage each module is at.

The third pillar is a transparent budget. We bill for hours actually worked, broken down by specific tasks. The client doesn’t receive a bulk invoice for “development work” - they see how long the ERP integration took, how long the dashboard refinement took, how long a new requirement analysis took. This enables informed decisions about priorities and scope for upcoming iterations.

Integration with the existing environment

One of the main reasons companies choose a custom system is the need to connect data from multiple sources. We integrate ERP systems, CRMs, databases, payment platforms, communication tools, and external APIs into one coherent ecosystem. We design integrations so data flows automatically and in real time - no manual CSV exports, no copying between tabs.

During analysis we audit the client’s existing technology stack and plan the integration architecture accounting for both current tools and those that may be adopted in the future. If the process requires automation of repetitive tasks, we combine system building with workflow and automated rules implementation within the same project.

What happens after deployment?

The same team that built the system takes over its maintenance - monitoring, updates, incident response, and ongoing development. Project context stays with the people who know the architecture and previous decisions. The system is meant to reliably support the business for years, not just pass acceptance testing.

When doesn’t a custom system make sense?

We won’t take on a project where we won’t deliver value. A custom system is an investment - if an off-the-shelf tool covers your process without critical compromises, that’s the better option.

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.

Security and user roles

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 an individual module, record, or action. Employees see the data they need for their work, without access to information that’s irrelevant to 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.

Case studies

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