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Solutions · Transform + Build

Operations depend on spreadsheets and one person

We move what lives today in spreadsheets and in someone’s head into a clear process and the right tools. Operations keep running when that person is away, and whoever was holding it up gets back to what they do best.

Tell us how it works today Try the express assessment

When we get the call

From what is happening to what changes

This is how most enquiries start, and this is what changes once we solve it.

  1. “When she goes on holiday, the month-end close waits.”

    The process, in plain sight

    Every step written down, with who does it and what it needs: anyone on the team can run it.

  2. “We have a spreadsheet only the person who built it understands.”

    Spreadsheets, in a system

    The data in one place, with permissions and history, and a single version of everything.

  3. “Customers ask us the same thing every day.”

    Your people, on what matters

    Repeated questions get answered on their own, and whoever used to answer them gets back to work that needs their judgement.

See it in a case

The only API was a person

The platform was built with the finish of a product: its own brand, published apps, a documented API and a back office to run it.

In
To know where their cargo was, clients had to ask a person
Out
Portal, app and API: clients answer themselves, at any hour
Read the case

How we do it

Step by step, with the blocks it takes

  1. 01 Transform

    Map how it is done today

    We sit with the person who keeps the process going and write it down as it really works, shortcuts and exceptions included.

    You keep The process, documented step by step.

  2. 02 Transform

    Simplify and decide

    We remove the steps that are not needed and decide what gets automated, what an off-the-shelf tool solves and what is worth building.

    You keep A plan, with closed scope and price.

  3. 03 Build

    Build what is missing

    The tool, built on the process: an internal system, a portal for your customers or the link between what you already use.

    You keep The tool in use, with your team trained.

How long it takes Sorting out the process takes about a month. If a tool also has to be built, two to ten months depending on its size. Scope and price are closed before we start.

What we need from your side

  • Time from the person who keeps the process going today: they know it best.
  • Access to the spreadsheets and systems in use today.
  • Someone who decides when there are two paths to choose from.

What it looks like

Month-end close, before and after

An example of how a process that depended on one person changes.

Today · 6 steps · 5 by hand

  1. 01 This month’s transactions arrive System
  2. 02 She pulls them into her spreadsheet Person
  3. 03 Cross-checks them by hand against invoices Person
  4. 04 Fixes what does not add up Person
  5. 05 Builds the report Person
  6. 06 If she is away, everything waits Person

With the process in order · 4 steps · 1 by hand

  1. 01 Transactions flow into the system on their own System
  2. 02 The system cross-checks and flags what does not add up System
  3. 03 Anyone on the team reviews the differences Person
  4. 04 The report comes out ready System

Questions

What people ask us before we start

Do we need a new system, or is getting organised enough?

Sometimes it is enough to sort out the process and make better use of what you have. We find out during the assessment, before talking about building anything.

Does the person who keeps it going today lose their place?

The opposite: they stop putting out fires and focus on what needs their judgement. They are usually the one pushing the project hardest.

What if off-the-shelf software is the better fit?

If one solves what you need, we recommend it and help you roll it out. We build when your process is what sets you apart.

See Build
Who maintains it afterwards?

What we build is yours, with the code and the documentation. If you want us to keep looking after it and growing it, that is Sustain.

See Sustain

Next step

Let's start with what is going on

A conversation to understand the problem before talking about technology. If after that there is nothing to build, we will tell you.

Book a call

Or write to us at hello@alubyte.com