Custom Business Systems

A custom business system is software built around how your business actually runs, not a generic template you have to bend your process to fit. We design and build the back offices, CRMs, and dashboards that sit behind a growing Malaysian business — ops hubs, a quotation-to-invoice pipeline, subscription billing, and the reporting that tells you what is actually happening day to day. One system, built to your rules, not a vendor’s defaults.

Four kinds of work tend to show up across the systems we’ve built. An ops hub looks like the one behind PHASE2 Hospitality below: one place running six restaurant brands. A quotation-to-invoice pipeline and subscription billing are how we run our own business — we quote, invoice, and bill clients on software we built ourselves, then build the same thing for clients who need it. Reporting looks like the sales and commission dashboard inside the 9 Degrees system further down: month total, commissions paid, confirmed entries, a six-month trend chart, and a top-performers table.

What goes into it depends on what your business needs, not a fixed list of modules. For a Taiwanese F&B group running 17 kitchens across Kuala Lumpur, that meant nine back-office modules behind six restaurant brands — a CMS to manage the public site, plus products, enquiries, reservations, analytics, live chat, accounts, orders, and campaigns — all running behind one public-facing site with its own menu, reservations, locations, and shop.

For a Kuala Lumpur nightlife marketing agency, it meant something narrower: a system that sits between the club’s POS report and the ambassador’s payout. Their commissions used to be reconciled by hand from club statements every month. We built a system that reads the statements the clubs already send — each venue exports a different PDF, several of them in Chinese — detects the format, turns it into clean records, de-duplicates repeated rows, skips cancelled tables, and reconciles against the statement’s own totals.

Commission rates in that system lock onto each sale as it happens, so changing the rules later never rewrites a payout that has already been made. One screen shows who is owed what, and a payout run generates receipt PDFs for the operator’s records. Access follows the hierarchy — owners see everything, admins run operations, ambassadors see only their own numbers — and it installs to a phone home screen, so sales get logged on the floor rather than reconstructed at month end. That system now ships as a product other operators can buy.

This is for a business running on spreadsheets, WhatsApp, and someone’s memory for how things are supposed to work, where the process has outgrown the tools. If you are reconciling numbers by hand, chasing quotations and invoices across separate documents, or running multiple outlets or brands off systems that only sort-of talk to each other, that is the gap a custom system closes.

Pricing works the same way for every project we take on: a fixed written quotation — scope, price, and timeline — before any work starts. We do not build against an estimate and let the number move once you are committed. If the scope changes partway through, that change gets re-quoted on its own terms, not folded quietly into the final invoice.

The first conversation is free and takes about 30 minutes: tell us what is slow, manual, or missing. From there we scope the system and send the written quotation. Once you approve it, we build in short cycles, so you see working software coming together rather than waiting for one reveal at the end. Launch means it goes live on your own domain, on your own data, with a documented handover — nothing about the system stays locked to us. After that, care plans cover updates and fixes, with a direct line for anything that cannot wait; we reply within one working day.

We are a Malaysian company, registered with SSM, and small enough that the person who scopes your system is the person who builds it — no account-manager layer, no handoff to a junior team after the quote.