Internal systems and portals
Custom tools for the way you work: job management, client portals, booking back offices and approval flows, built around your process instead of a generic template.
Systems for businesses
We build the internal systems, integrations and automated workflows that take repetitive work off your team, from quotes and documents to scheduling, inventory and reports.
Doing it by hand every week? Let's automate it.
Data gets typed into one tool, then typed again into another. Quotes are built by hand from old files, schedules live in group chats and the weekly report eats a whole afternoon. None of this grows the business, and every manual step is another chance for a mistake.
The same data typed into tool after tool
Quotes and documents rebuilt from scratch every time
Reports nobody trusts because they are always out of date
We look at how work actually flows through your business, find the steps that are repetitive, slow or error prone, and hand them to systems that run on their own. Sometimes that means connecting the tools you already have, sometimes building a custom internal system or portal. Quotes, documents, schedules, stock levels and reports update themselves, and your team gets time back for customers. Everything connects to your CRM and WhatsApp, so information only has to be entered once.
Business systems
Custom tools for the way you work: job management, client portals, booking back offices and approval flows, built around your process instead of a generic template.
When something happens, the next step happens by itself. A form is submitted, a task is created, the right person is notified and the customer gets an update.
We connect accounting, e-commerce, calendars, email, spreadsheets, your CRM and WhatsApp, so data is entered once and shows up everywhere it is needed.
Quotes, contracts, invoices and work orders generated from your data in your branding, ready to send or sign in a click.
Staff schedules, resource bookings and stock levels that stay up to date, with alerts before something runs out or gets double booked.
Live numbers from all your tools on one screen, plus automatic summaries delivered to your inbox or WhatsApp.
How it works
Four panels, like a yonkoma comic: setup, build, twist and payoff.
We walk through your daily operations with you and the team, and list every task that is manual, repeated or error prone.
We pick the automations with the biggest impact for the effort and design how data should flow between people and tools.
We build the systems and integrations, using proven automation platforms where they fit and custom code where they don't, then test with real data.
We roll out step by step, train the team, keep an eye on every automation and add new ones as you spot more work worth handing over.
Examples
A renovation contractor in Lisbon fills in a site visit form on a tablet, and the system turns it into a branded quote with materials and labor. When the customer signs, the job is scheduled and the materials list goes to the supplier.
A restaurant group in Bangkok tracks stock across its kitchens in one system and gets an alert when key ingredients run low. Every morning the owner receives the previous day's sales and food cost summary on WhatsApp.
A physiotherapy clinic in Dublin sends intake and consent forms automatically as soon as an appointment is booked. The answers land in the patient record, so the therapist starts each session already prepared.
A marketing agency in Berlin onboards new clients with one automated flow: contract, first invoice, access requests and project setup all happen in the right order. Monthly client reports pull data from ad platforms and analytics on their own.
An online store selling across Europe keeps orders, stock and invoices in sync between its shop, warehouse and accounting software. Low stock items are flagged before they sell out, and every order gets the right invoice without anyone typing it.
Kaede
We start with how your business works, then choose the tools. That keeps systems simple, lean and easy for your team to live with.
Our systems plug into the CRMs and WhatsApp bots we build, so operations, sales and customer service all work from the same data.
Design, development and automation sit in one team across Tel Aviv, Lisbon, Bangkok and Tokyo. You get one partner for the whole project, and someone awake to help across time zones.
Business process automation is not about robots or giant enterprise software. In a small or medium business it usually means a handful of connected systems that take care of the work nobody enjoys: retyping data, chasing approvals, rebuilding the same documents again and again, and pulling together reports at the end of the week.
The goal is simple. Information should be entered once, by the right person or by the customer, and then travel automatically to every place it is needed.
If several of these sound familiar, there is time to win back.
Most businesses already pay for good tools: accounting software, an online store, a calendar, email, spreadsheets, a CRM. The trouble is that they don't talk to each other. Software integration connects them through APIs and webhooks, so a new order, payment or booking updates everything else on its own.
A workflow is a chain of steps that runs by itself when something happens. A new lead arrives, gets assigned, receives a WhatsApp message and appears in the CRM with a follow-up task. A job is marked complete, the invoice is created and the customer gets a review request.
Sometimes the right tool simply doesn't exist. Then we build custom business software: a job management system, a client portal, a back office for bookings, an approval flow for purchases. These are focused applications, designed around how your team already works.
Quotes, proposals, contracts, invoices, work orders and reports can all be generated from data you already have, in your design and language, then sent for signature or delivered on a schedule.
There is no single right answer. Platforms like Zapier, Make and n8n connect popular apps quickly and are easy to adjust. Custom code makes sense for complex rules, large volumes, sensitive data or when you need your own interface. We often combine them: platforms for the simple links, custom code for the core of the system. What matters is that the result is reliable, documented and easy to change when your business does.
Some steps need judgement, not just rules: reading an email to understand what the customer wants, pulling the figures out of a supplier invoice or summarizing a long thread. That is where AI helps, working inside the workflow and handing anything unclear to a person. Our AI for business service covers this in more detail.
Before we build, we write down what should change: fewer manual steps, faster turnaround on quotes, reports that are ready when you need them, fewer errors and fewer things falling through the cracks. After launch we check those points with you and keep improving the parts that still need a human push.
The first automation is rarely the last. Once data flows cleanly between your tools, each new step is easier to add: a new report, a new approval, a new channel. We design every system so it can be extended later without starting over.
Our work ranges from online stores such as Tantushka and La Peer to interactive systems such as Guri. Whatever the project, the approach stays the same: understand the business first, then build the system that fits it, connected to your CRM and WhatsApp, so the whole journey from the first click to the closed deal runs on one foundation.
It means letting software handle the repeated steps in your work: moving data between tools, creating documents, sending reminders, updating stock or building reports. People still make the decisions. The system does the copying, checking and chasing.
Yes, always. You can take just one system or automation and nothing else. If you want to connect more pieces later, everything is built to plug in easily. The simplest way to start is a short consultation call on WhatsApp: tell us what your business needs and we will tell you honestly what is worth doing and what is not.
Book a consultation on WhatsApp
Start with tasks that happen often, follow clear rules and cause trouble when they are done late or wrong. Typical examples are entering leads and orders, preparing quotes, appointment reminders, invoicing and weekly reports. In the audit we rank them by impact and effort, so you start where the payoff is clearest.
Both, depending on what fits. Automation platforms such as Zapier, Make or n8n are great for connecting common tools quickly. When the logic is complex, the volume is high or you need your own interface, we write custom code. Often the best answer is a mix of the two.
In most cases, yes. If a tool offers an API, webhooks or even a reliable export, we can usually connect it. We check every tool you use during the audit and tell you upfront if something can't be integrated cleanly.
Usually not. Most projects connect and extend what you already have. We only suggest replacing a tool when it is clearly holding the business back, and we explain why before anything changes.
We build in error alerts and logs, so problems are caught early instead of being discovered weeks later. If a connected tool changes, the integration can be updated. Support and maintenance are agreed in advance, so you always know who to call.
Each integration gets only the access it needs, connections are secured and access keys are stored safely. Sensitive information, such as patient or financial records, gets extra care around who can see it and where it is kept.
From the journal
Business systemsMost small businesses lose hours every week to tasks a system could do in seconds. Here are ten of the most common ones, with examples and a safe way to automate them.
Business systemsWhen your website, WhatsApp and CRM don't talk to each other, leads slip through the gaps. Here is how to connect them into one system, step by step.
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Business systems
Bring us the tasks that eat your team's week. We'll show you which ones a system can take over and what the new workflow would look like.
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