WebAula
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CRM · ERP · TMS · intranet

A system that works the way you work.

When Excel is no longer enough and off-the-shelf software forces you to change a process that works, we build your own CRM, ERP, transport management system, intranet or whatever system the work really needs. You own it, and it talks to the software you already use.

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Clickable prototype before any codeNo per-user licensesServers in Finland
When does a custom system make sense?

Sound familiar?

A custom system isn’t always the right answer. These signs tell you that off-the-shelf software or a spreadsheet has been outgrown.

Excel and email threads

Key information lives in spreadsheets and people’s inboxes, and nobody sees the big picture.

Data is copied by hand

The same customer, order or hour is entered in two or three places.

The software doesn’t bend

Off-the-shelf software forces you to change a process that gives you a competitive edge.

License costs keep growing

Every new user raises the monthly fee, even though you only use a fraction of the features.

What we build

CRM, ERP and intranet built for your processes

We usually start with one process, and the system grows as needed. Often one system handles two or three of these.

CRM

Customer relationship management

From inquiries to quotes and service: sales and customer data in one place.

  • All channels in one inbox
  • Sales pipeline and quotes
  • Customer records and history
  • Service contracts and reminders
  • Campaign revenue in euros
ERP

ERP and operations

Orders, jobs and resources, so daily work runs without spreadsheets.

  • Order and job handling
  • Projects, tasks and hours
  • Inventory and materials
  • Billing data for accounting
  • Profitability and order backlog
Intranet

A shared workspace for your staff

Announcements, guides and tools in one place, so information doesn’t get lost in email.

  • Announcements and news
  • Guides, forms and documents
  • People search and org chart
  • Sign-in with work credentials
  • Shared workspaces and discussions
And much more

What else can we build?

If the work is done today with spreadsheets, email or paper, it can usually become a system. Here are the most common ones.

Transport management (TMS)

Transport orders, route planning and a mobile view for drivers, with deliveries tracked from start to finish.

Customer portal

Customers see their own orders, invoices, documents and support requests without email.

B2B ordering portal

Reseller-specific prices, quick ordering by product code and order history straight to your ERP.

Field work and service

A mobile app for technicians: work orders, photos, sign-off and hours straight from the job site.

Booking and resources

Bookings for rooms, equipment or people, with confirmations and reminders.

Calculators and configurators

A pricing calculator or product configurator that builds a quote from the customer’s choices.

Product information management

Product data, images and language versions from one place to your online store, catalog and resellers.

Contracts and documents

Contract archive, versions, e-signatures and a reminder before expiry.

Reporting and management dashboards

Figures from several systems in one view, updated automatically.

HR and leave

Leave requests, balances, onboarding and shift schedules without a spreadsheet.

Example

CRM for an HVAC contractor: from first contact to installation

A contractor with three locations received inquiries through a web form, a service inbox, phone calls and text messages. Based on a discovery session, we built a clickable prototype that showed all sales and service in one view before a single line of code was written.

  1. All channels togetherWeb form, email, calls and text messages in the same inbox.
  2. AI pre-fills the detailsContact details, product group, urgency and missing information are extracted from the message, and a draft quote is created with one click.
  3. Sales pipeline and quotesA kanban view from site survey to won deal. Quotes include VAT and an estimate of the Finnish household tax credit.
  4. Won deals flow into the ERPA won quote automatically becomes a job in the contractor’s existing ERP.
  5. Service reminders run themselvesAn email 30 days and a text message 7 days before service, and management sees campaign revenue in euros.
We use it ourselves

WebAula’s own CRM runs our entire business

We built our own system because no off-the-shelf software handled sales, projects, hours, support and maintenance contracts together. The same solutions are available for your system.

Customers and sales

Customer records, Finnish business registry lookup, sales pipeline and quotes that show when they’ve been opened.

Projects and tasks

Kanban, checklists, attachments and payment milestones.

Hours and profitability

Timer, workload view, order backlog and billing forecast.

Support and tickets

Emails into tickets, draft replies and response times.

AI built in

Meetings are summarized into tasks, and AI logs work with the same permissions as the user.

Customer portal and security

A dedicated customer view, e-signing of contracts, passkey sign-in and an audit log.

AI and your system · MCP

AI uses your system like a colleague

MCP (Model Context Protocol) is an open standard that lets an AI assistant read and update a company’s own system. Instead of copying data, you ask the assistant to take care of it, and it uses the system’s own functions: finding a customer, creating tasks or logging hours.

We build an MCP interface into your custom system so it works with MCP-compatible assistants such as Claude. Our own CRM works this way every day.

  • The assistant works with the same access rights as the user, and a key can never grant more rights, only fewer.
  • Every change is recorded in the audit log, so you can see what was done and on whose behalf.
  • A human decides: major changes are approved before they are made.
Which quotes have been waiting for more than a week?A list and a suggested next step for each.
Log 3 h and materials for yesterday’s installation.Hours and supplies on the right job, without forms.
Does the customer have open support requests?Open tickets, their status and the latest message.
Draft a reply to this ticket.A draft reply based on the customer’s history. You hit send.
Which service visits are due next month?A service list and ready-made reminder messages for approval.
Put together this week’s summary for management.Sales, order backlog and exceptions in one summary.
How we work

Prototype first, then code

1

Discovery

We go through your processes, current software and what is slowing you down. Together we decide where it makes sense to start.

Workshop
2

Clickable prototype

We build the views with sample data. You try them out and refine them before investing in the system.

Clickable demo
3

Built in phases

The most important process goes live first, integrations are added and testing is done with real data. You get a fixed quote for every phase.

One phase at a time
4

Launch and beyond

Training, maintenance and further development with the same team. The system grows as your needs grow.

Ongoing
Your system

You own what we build

  • The system, the data and the source code are yours. The number of users doesn’t affect the price.
  • We build with open, long-lived technologies such as Laravel or Next.js and a relational database, so other developers can always pick up the work.
  • Integrations with ERP, accounting, online stores, email and messaging tools, for example Lemonsoft and Slack.
  • Servers in Finland, daily backups and sign-in with a passkey or one-time code.
  • AI is used only where it saves time, and a human approves the result.
FAQ

Questions about custom systems

When does it make sense to build your own system instead of using off-the-shelf software?

When off-the-shelf software forces you to change a process that works, data is moved by hand from one system to another, or per-user licenses end up costing more than your own system would. In the discovery phase, we give you an honest assessment of whether a ready-made solution is enough.

How much does a custom system cost?

The price depends on what the system needs to do and what it needs to connect to. After discovery and the prototype, you get a fixed quote for every phase, so you know the cost before anything is built.

How long does it take to build?

We build in phases. The first phase launches the most important process, such as the sales pipeline or order handling, and the following phases extend the system on top of it. The schedule is agreed one phase at a time.

Can the system connect to our existing software?

Yes. Typically the system talks to your ERP, accounting, online store, email and messaging tools through APIs, so data doesn’t need to be copied by hand.

Who owns the system?

You do. The system, its data and the source code are yours, and the number of users doesn’t affect the price. If our partnership ever ends, the system stays with you.

What is MCP?

MCP (Model Context Protocol) is an open standard that lets an AI assistant use a company’s system: find information, create tasks or log hours. The assistant works with the same access rights as the user, and every change shows up in the audit log.

How does AI fit into the system?

For example, AI can read incoming inquiries, pre-fill customer details and a draft quote, summarize meetings into tasks or put together a morning briefing. A human approves the result, and AI works with the same access rights as the user.