Service
Tools that fit you.
Standard software forces your company into its workflows. You pay per user per month for a hundred features, use twenty and build a spreadsheet around the missing thirtieth. We do it the other way round: custom software that adapts to your company. Built with artificial intelligence (AI), with AI inside, and so easy to operate that your staff use it from day one.
Build
What we build
Software for exactly one purpose: your workflow, the way it runs at your company.
Your workflow, not the software's
We record how the work runs at your company today: who creates, who checks, who approves, what happens next. From that comes a tool that maps exactly those steps. No configuration screen with 400 switches, no consultant explaining why your workflow is "not supported". What makes you different from others is not an exception, it is the reason for the tool.
Built with AI, so it is affordable
For a long time, custom software cost more than an off-the-shelf licence. For many workflows that has reversed. With AI-assisted development, what used to take months is done in weeks, and the second shift tests, documents and checks along the way. That is why we build tools at a fixed price that pays off against a few years of licence fees.
With AI inside
The tool reads documents, pre-fills fields, sorts what comes in, proposes decisions and gives its reasons. A job application is read in, a travel expense receipt recognised, an enquiry matched to the right case. The person decides, the software prepares. In standard software that is a paid add-on module; with us it is the norm.
Usable without a training day
An interface that shows only what your people need, in the words your company actually uses. No menus for features you did not buy. Tools that fit a company get adopted because they follow the way the work is actually done, just without the tedious parts.
Always up to date, always yours
When a workflow changes, we change the tool, within days, not in the next release cycle. The code, the rules and the documentation belong to you. No subscription, no per-user licence, no vendor doubling the price next year.
The maths
What standard software really costs. An example from HR.
HR systems charge per employee per month, indefinitely. In return you get a standard workflow your HR department has to adapt to. The figures are public list prices and third-party estimates, as of October 2026.
€8
per employee per month, Factorial's entry price. With 300 employees, around €29,000 a year, modules extra.€5 to €15
per employee per month, estimated, for Personio. The vendor stopped publishing prices in 2026 and now quotes only on request.12 to 24 months
implementation time for Workday and SAP SuccessFactors, projects running into the millions, oversized for companies under 1,000 employees.
The same pattern everywhere: ticketing systems cost $19 to $115 per agent per month, knowledge platforms around $8 per user, project tools similar. A worked example: a company with 300 users paying €8 per user per month spends around €144,000 over five years, including on the features nobody uses. And for the part of the workflow that does not fit the system, the spreadsheet next to it is still there.
A custom tool costs the build once, then ongoing operation at a fixed monthly amount, regardless of how many employees use it. The analysis sets out whether that pays off for you, with your licence invoices next to our fixed price.
Fields
Eight areas where custom work wins.
Some of these we have built, some run in our own operations, some are possible and waiting for the first client. We tell you which is which.
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People and HR
Onboarding, leave, shift planning, appraisals, recruitment
The onboarding that runs across four departments at your company. Shift planning with your rules on qualifications and rest periods. The recruitment process in which the business department has a say without needing a licence. AI reads incoming applications and presents them in a structured form. As a complement to Personio or SuccessFactors, or in their place where the suite does not fit.
Possiblesystem knowledge from projects with SuccessFactors and Personio -
Tasks, time, billing
instead of Jira, Asana, monday, timesheets
Tasks come from the work itself, not from mandatory entries. Time is recorded while the work is being done. At the end of the month the billing is ready, sorted by client and project, with a reason for every line. The people using it barely notice it.
In our own operationsevery work session is recorded, named and billed automatically -
Service and enquiries
instead of Zendesk, Freshdesk, a shared inbox
One inbox for email, form and phone. AI pre-sorts, matches each item to the customer and the case, and proposes a reply from your sources. Your staff see only what they have to decide. No price per agent, so it also works for colleagues who only look in twice a month.
Builtlead routing and advice at a technology distributor, case capture in our own operations -
Quotes and configuration
Price lists, variants, quote texts
Your sales team configures a quote according to your rules: discount limits, accessories, delivery times, approval above a certain amount. AI writes the quote text from your product data and the meeting notes. The quote goes out as a PDF and into your CRM system as a record.
Possibleproduct data and CRM integration from spare parts trade and distribution -
Customer and supplier portals
Orders, returns, documents, status
A portal that shows your customers or suppliers exactly the cases that concern them: order status, registering a return, downloading certificates, submitting an invoice. Connected to your ERP and CRM systems, with AI that answers questions before they turn into emails.
Builtservice portal with returns process and Freshdesk at a fuel cell manufacturer -
Knowledge and intranet
instead of Confluence, SharePoint, folder sprawl
Your instructions, contracts, data sheets and minutes in one place, searchable in plain language, with an answer and a source reference. Anyone who wants to know something asks instead of clicking. New documents are filed automatically.
Builtknowledge base with advice in five languages at a technology distributor -
Travel costs, expenses, approvals
instead of Concur, forms, envelopes of receipts
Photograph the receipt and the rest happens: amount, date and category recognised, cost centre suggested, approval obtained according to your limits, accounting entry prepared. With your travel policy as rules, not as a PDF on the intranet.
Possiblereceipt recognition and approval chains from existing workflows -
The things no software exists for
Spreadsheets, email chains, scraps of paper
The spreadsheet the whole company knows and nobody is allowed to touch. The email chain in which approvals get lost. The workflow only one colleague has mastered. There is nothing to buy for this. This is where custom work wins most clearly, because there is no comparison price, only today's effort.
Builttool showing what needs doing on each page at a fuel cell manufacturer, text pipeline at a spare parts dealer
Comparison
Standard software or a custom tool.
Both have their place. The analysis tells you which workflow belongs where. The differences, line by line.
| Criterion | Standard software | Custom tool |
|---|---|---|
| Who adapts | your company, to the software | the software, to your company |
| Cost | per user per month, indefinitely, rising | the build once at a fixed price, ongoing operation at a fixed monthly amount |
| Features | a hundred features, twenty used | exactly your steps, nothing else |
| Changing a workflow | ticket with the vendor, next release, or not at all | within days, by us or your IT |
| AI in the workflow | add-on module at extra cost, data with the vendor | built in, model and data location of your choice |
| Rollout | training days, adoption uncertain | interface in your own terminology, used from day one |
| Who owns it | the vendor, you rent | you, code and documentation |
| When it is the better choice | where your workflow matches the standard | where your workflow is your advantage |
How it works
How a tool comes together
- Review
The workflow as it really runs
We sit with the people who do the work and write down what happens, not what the organisation chart says. That gives us the list of steps, decisions and exceptions. Part of the workflow analysis.
- Design
Clickable before anything is built
A draft of the interface your staff can click through. Whatever does not fit is changed while it is still cheap. Only when people say "that is how I work" does the build start.
- Build
In stages, each one usable
The tool is built in stages of one to two weeks. After each stage, something runs that you can try out. The AI parts are tested with your real documents and cases, not with sample data.
- Rollout
Alongside the old, then on its own
The tool runs next to Excel, email or the legacy system. Data is migrated, interfaces to the ERP, CRM or HR system are switched on. Once the figures are right, the old system is switched off.
- Operation
Changes as your company changes
A new rule, a new department, a new field: as part of ongoing operation we adapt the tool, keep models and interfaces up to date and report on what it does.
Price
Price and scope
Fixed price, binding after the analysis. We do not give a range here, because an approval tool for one department and a portal for 2,000 customers have nothing in common except the way we work. What determines the price:
- number of steps and roles
- number of connected systems
- extent of the AI components
- data migration from the legacy system
- whether the tool is open to outsiders (customers, suppliers) or runs only internally
In the analysis we set your current licence and staff costs for the workflow next to our fixed price. Where standard software remains the better choice, the list says so, with reasons.
Data flow: the tool runs on your server, in a German data centre or in your cloud. Personnel data, contracts and receipts do not leave the building; AI components here run on open models on your own servers or via EU data centres. Data flow per service.
Industries
Relevant industries
- Service providers and consultancies: record time without timesheets and have the billing ready at the end of the month.
- Mechanical and plant engineering: get service reports from the field straight into the system instead of typing them up in the evening.
- Energy technology and cleantech: check commissioning and warranty documents, with a portal for installers.
Questions
Questions about custom tools
What management and IT ask before they swap a licence for a tool of their own. More answers under Questions and answers.
Isn't a custom tool more expensive than a licence?
That depends on the workflow, which is why we work it out beforehand. In the analysis we set your current licence and staff costs for the workflow next to our fixed price. Where standard software remains the better choice, the list says exactly that. The cost calculator gives a first order of magnitude.
What happens to the tool if we stop working together?
It keeps running, because it belongs to you. Code, rules and documentation pass into your ownership once paid, and the tool runs on your server or in your cloud. We document it so that your IT team or another provider can take it over. Ongoing operation can be cancelled monthly.
When can our staff use the tool?
Sooner than with an off-the-shelf rollout. Before the build, your staff click through a draft of the interface. After that the tool is built in stages of one to two weeks, and after each stage something runs that they can try out. The old system is only switched off once the figures in the parallel operation are right.
Does the tool replace our ERP or HR system?
Usually not. In most cases it adds the workflow that does not fit the existing system and is connected to it via the interface. A system is only replaced where you pay per user for a suite and still run the actual workflow in Excel. The decision for each workflow is in the analysis, with reasons.
Handover
The first step is a 30-minute call.
You tell us about the workflow that costs you the most time. We tell you honestly whether AI pays off there and what the next step would be. Whether a workflow analysis follows is up to you.