Custom business systems · Philippines

Your process is twelve steps. We build the two that replace it.

We build custom business management systems for growing SMBs across Asia Pacific — inventory, point of sale, approvals and reporting that replace the spreadsheets, paper forms and group-chat approvals your team works around every day.

Start a project See what we build

Why we're called Simplicity

The name is the whole method.

What most business software adds

Another login to remember
Another screen to keep updated
Another export to reconcile at month-end
A training manual nobody reads
A monthly fee that never ends

What we take away

The double entry between systems
The spreadsheet someone rebuilds every week
The phone call to ask what stock is left
The approval waiting in a group chat
The two hours before the day even starts

We named the company after the only outcome that matters: the traditional, tedious way of working becomes simple and easy. If a system we build doesn't remove steps from your day, it isn't finished.

The cost of working around it

Nobody decided to run the business this way.

It accumulated. A spreadsheet to cover a gap. A group chat because approvals kept getting lost. A notebook at the front desk because the system was too slow to use during a rush. Every workaround made sense on the day it started — and together they became the process.

Nothing selected yet. Tick anything that's true of your business — nothing is sent until you send it.

The same job, twice

Closing stock at one branch.

On the left, the process a three-branch restaurant group was actually running. On the right, the same outcome after the system went in. Drag to compare.

Before 12 steps · ~4 hrs

1 Count stock by hand
2 Write the counts on paper
3 Type the counts into Excel
4 Email the sheet to head office
5 Head office merges three files
6 Spot a number that doesn't match
7 Call the branch to check
8 Recount the shelf
9 Update the sheet again
10 Message the supplier on chat
11 Wait for a reply
12 Rebuild the report for the owner

After 2 steps · minutes

1 Sales deduct stock automatically, across every branch
2 Approve the reorder on your phone

12 steps 2 steps The ten in between didn't get faster. They stopped existing.

Measured, not claimed

20+hours/week: returned to one client's team after their manual processes were replaced
2 hrs 10 minmorning prep: at a clinic that had been booking appointments in a paper notebook
3 sheets 1 ledgerstock records: for a restaurant group that had been running a spreadsheet per branch

What you'd be using

Screens your team can work in during a rush.

Every system we build starts from the same idea: show the person what they need, take the steps out, get out of the way.

Stock that moves when the business moves, with the branch that's about to run out flagged before it does.

Illustrative, not a client's live system — every business we build for gets screens shaped around how it actually works.

What we build

Systems most growing businesses end up needing.

Each one started as a problem an owner described to us — and this is a sample of them, not the boundary. Open any to see what is inside, or describe something different at the end.

“Your stock is a guess” Inventory & Stock Control Live stock levels that move when your business moves, across every branch and store room.

Stock deducts automatically as sales are recorded
Live levels per branch, with transfers between them
Low-stock and reorder alerts before you run out
Purchase orders and supplier records in one place
Batch and expiry tracking for perishables
Stock-take counts with variance reporting

“Sales aren't captured cleanly” Point of Sale A till your staff can actually use during a rush — and that keeps working when the internet doesn't.

Works offline and syncs when the connection returns
Multiple terminals per branch, one product catalogue
Shift open and close with cash-drawer reconciliation
Discounts, voids and refunds with an audit trail
Split payments and multiple tender types
Receipt printing and digital receipts

“You can't see what's happening” Reporting & Live Dashboards The numbers you currently rebuild by hand every week, generated the moment you ask for them.

Live sales, stock and staff figures as they happen
Branch-against-branch comparison on one screen
One-click export to Excel and PDF
Scheduled reports delivered by email
Drill from a summary figure down to the transaction
Dashboards scoped to each role, so nobody drowns

“Every branch is its own island” Multi-Branch Control One system across every location, with the parts that genuinely differ still able to differ.

One central product and price catalogue
Per-branch pricing and availability where needed
Consolidated reporting across all locations
Role-based access, so managers see only their branch
Standardised processes that still allow local exceptions
Add a new branch without rebuilding anything

“Bookings live in a notebook” Appointments & Booking Let customers book themselves in, and stop losing the morning to reconstructing the day's schedule.

Online booking your customers complete themselves
Automated reminders by email or SMS
No-show tracking and repeat-booking history
Staff calendars with availability rules
Rescheduling and cancellation without phone calls
Walk-ins and queue handling alongside bookings

“Approvals die in group chats” Requests & Approval Workflows Requests that route themselves to the right person and leave a record when they're answered.

Restock, purchase and expense requests in one queue
Routing rules by amount, branch or category
Approve or reject from a phone
Full audit trail of who approved what, and when
Notifications that chase, so nothing sits forgotten
Escalation when a request goes unanswered

“Payroll and attendance eat your week” Staff, Attendance & Payroll Hours captured as they happen, so payday stops being a week of reconstruction.

Time-in and time-out with shift schedules
Leave requests, balances and approvals
Overtime, night differential and holiday rules
Payroll computation from actual recorded hours
Payslip generation and history
Attendance exceptions flagged as they occur

“Customers churn quietly” CRM & Customer Records Know who your regulars are, what they buy, and when they last came in.

Customer profiles with full purchase history
Loyalty points, tiers and rewards
Follow-up reminders for lapsed customers
Segments for targeted offers
Notes and preferences visible to front-line staff
Consent and contact preferences recorded

“Excel is the system” Excel-to-System Migration Move off spreadsheets without losing years of history — or asking your team to relearn everything at once.

Your existing spreadsheets imported, not retyped
Familiar layouts kept where they genuinely work
Parallel run, so you can check the new against the old
Cutover planned around your quiet period
Staff training on the workflows they'll actually use
Spreadsheet export retained for anyone who needs it

“Money doesn't reconcile” Billing, Invoicing & Payments Invoices out on time, payments matched to them, and a receivables list you can trust.

Invoice generation from orders or deliveries
Receivables ageing, so you know who owes what
Payment recording and automatic matching
Official receipts and payment confirmations
Recurring invoices for retainer arrangements
Statements of account per customer

“It's none of these, it's our own thing” Something else entirely These are examples, not a menu. Most of what we build starts as a problem nobody has a name for yet — describe yours in your own words. Describe it

How we work

Four steps, and you approve the map before we build.

01
Listen

We start with your day, not your tech. What takes too long, what gets missed, what you personally end up doing because no one else can.
02
Map

We write down the process exactly as it runs today — workarounds included — then the version with the steps removed. You approve that before anything is built.
03
Build

You see working software early and keep seeing it. No six-month silence ending in a demo that misses the point.
04
Support

We stay on after launch. Systems meet reality, reality wins, and things need adjusting. That's normal and it's covered.

Work

Two businesses that stopped working around their own process.

Client names are withheld. The numbers are not.

Restaurant group · 3 branches 3 spreadsheets 1 live ledger

Three branches, three spreadsheets, one guess at stock

A restaurant owner was running three branches from a spreadsheet per branch. Nobody could answer what stock was on hand without phoning each location first.

Stock levels update automatically across all three branches
Restocking requests submitted and tracked digitally, with an audit trail
Reports generate in one click — seconds instead of hours

Read the case study

Private clinic 2 hrs 10 min

A paper notebook was the booking system

Appointments were written in a notebook at the front desk. Every morning began with two hours of reconstructing the day before it started.

Morning preparation reduced from two hours to ten minutes
Patients book and reschedule online, without phoning the desk
Reminders sent automatically ahead of every appointment

Read the case study

How we price

A fixed price to build it. A clear monthly only if it needs one.

Two numbers, both agreed before anything starts. What it costs to build, and — where the system genuinely has something running behind it — what it costs to keep running. No hourly meter, and nothing that appears on an invoice you weren't expecting.

To build it

One-off, per phase

Fixed price per phase, agreed in writing before work starts
Scope written in plain language, so “done” isn't arguable
No hourly billing and no surprise change orders
Stop after any phase and keep working software

To keep it running

Monthly · only when the project needs it

Hosting and backups, if we run the system for you
Licences and third-party services the system depends on
Support and changes after launch, at an agreed monthly rate
Quoted before you commit — and ₱0 when the project doesn't need it

Some businesses want us to hand the system over and step back. Others want us running it month to month. Both are fine — you'll know which one you're buying before you say yes.

Questions we get asked

Straight answers.

Still unsure whether this applies to your business? Say so in an email and we'll tell you honestly if it doesn't.

ph.simplicity.tech@gmail.com

How much does a custom system cost?

There are two numbers and you'll see both before anything starts. A fixed price to build it, quoted per phase so you can stop after any phase and still own something that works. And, where the system has something running behind it — hosting, licences, or support you want us handling — a monthly figure agreed at the same time. Plenty of projects have no monthly at all. There is never an hourly meter. The more useful question is usually the other one: what is the current process costing you every month?

Is there a monthly fee?

Only if the project genuinely needs one. If we host the system, keep it backed up, pay for a service it depends on, or you want us available for changes after launch, that's a monthly amount agreed up front. If you'd rather take the system in-house once it's built and run it yourself, that's a normal thing to want and we'll set it up that way. What we won't do is make the monthly a condition of owning what you paid us to build.

Isn't custom software only for big companies?

It's the opposite. Large companies can absorb the cost of an inefficient process. A smaller business feels every manual hour directly, because margins are tighter and the same few people are doing everything. That's exactly where removing steps pays back fastest.

We're managing fine with Excel. Why change?

Plenty of businesses genuinely are. Three signs you've quietly outgrown it: you're consolidating data by hand, you can't see what's happening in real time, and errors have become “just part of the process”. If none of those are true, keep the spreadsheet.

How long does it take?

The first working version is deliberately early — you should be using something real well before the full system is finished. Timeline depends on scope, and we'll commit to dates per phase rather than one distant launch date.

We already have software. Can you work with it?

Usually, yes. We integrate with existing systems where there's a sensible way in, and we migrate data out of the ones being replaced. Your historical data comes with you — we import it rather than asking anyone to retype it.

Can you work with a business outside the Philippines?

Yes. We're based in the Philippines and deliver remotely across Asia Pacific. What actually matters for remote delivery is clear communication, structured delivery and time-zone overlap — not sitting in the same room.

What happens after launch?

We stay on. Systems meet reality and reality wins, so things need adjusting once real people use them daily. Support and changes after launch are part of the arrangement, not an upsell.

Start a project

Tell us which step you'd remove first.

One email, straight to us. No form to fill in, no newsletter, no sales sequence.

ph.simplicity.tech@gmail.com

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