Custom CRM
Pipelines, contacts, and activities built around how your team actually sells.
AI-Powered Internal Apps · Custom Built for Mid-Sized Teams
The apps your team
actually needs —
built for the AI era.
We do two things: build custom internal software that fits how your team works, and add AI where it genuinely saves time. Fixed price, 4 weeks, on your infrastructure.
4wk
From call to live app
$0
Per-user SaaS fees
100%
Your infrastructure
1×
Built for you alone
Why Now
Two problems worth solving —
and one team that handles both.
01 — The Tools Problem
Your existing apps don't fit how your company actually works
Medium-sized companies sit in an awkward middle ground — too complex for off-the-shelf tools, too small to justify an engineering team. The result is expensive software you barely use, and critical processes running on spreadsheets. AI has changed the economics: what once took 12 months now takes 4 weeks.
Paying for Salesforce, using 10% of it
Critical workflows trapped in spreadsheets
Five tools that don't talk to each other
IT backlog means months waiting for simple tools
02 — The AI Problem
Your competitors are already moving faster with AI
Off-the-shelf software wasn't designed for AI integration. Companies that have added AI to their internal operations — automating documents, enriching data, answering team questions instantly — are pulling ahead. The gap between AI-enabled and AI-waiting companies is growing every month.
Manual document processing they've automated
Data entry their AI handles in seconds
Reporting that takes your team days, theirs minutes
Decisions made with AI insight, not gut feel
What We Build
Two ways we can help.
Build a custom internal app from scratch, or add AI and agents to the tools you already have. Both options, one team.
Track 1
Custom Internal Apps
Built from scratch around how your team actually works — not adapted from a generic template.
Approval Workflows
Multi-step approvals with roles, notifications, and audit trails baked in.
Inventory Management
Track stock, movements, and reorder points without a $50k ERP module.
Vendor Portals
Let suppliers submit, track, and manage orders through a clean interface.
HR & Onboarding
From offer letters to day 90 — keep the full employee journey in one place.
Project Trackers
Simple project management without the Jira complexity tax.
Procurement Systems
Purchase requests, PO tracking, and vendor comparison in one workflow.
Reporting Dashboards
Live dashboards connecting your actual data sources — not manual exports.
Knowledge Bases
Internal wikis and SOPs that people actually use, with smart search.
Field Service Apps
Mobile-ready tools for teams on site — forms, checklists, photos.
Document Workflows
Route, review, sign, and archive — end-to-end document lifecycle.
Something Else
If your team has a workflow that doesn't fit a tool — that's our specialty.
Track 2
AI & Agents
Add AI to existing tools, or build a new app with AI at its core. From a single integration to fully autonomous agents — one team, both options.
Document Extraction
Pull structured data from invoices, contracts, and reports automatically. Eliminate manual re-entry from PDFs and scanned documents.
Internal Knowledge Bot
A chatbot trained on your company's documents, SOPs, and wikis. Answers the questions your team asks a hundred times a day — instantly.
Reporting Automation
AI-generated summaries, anomaly alerts, and trend narratives from your data. Reports that write themselves, overnight.
CRM Intelligence
Enrich contact records, auto-generate account summaries, score leads — built into your existing CRM or a new one we ship for you.
AI Agents
Autonomous agents that monitor your workflows and take action — escalations, follow-ups, alerts — without anyone watching a dashboard.
Multi-Step Automation
Agents that handle entire processes end-to-end — screening applicants, chasing approvals, onboarding clients — without human hand-offs at each step.
How It Works
From first call to live app
in one month.
Understand Needs
We learn your workflow, map the pain points, and identify exactly what needs to be built. We fix the scope before writing any code.
Week 1
Build
Iterative development — you see working software weekly. Real features, real data, nothing built in the dark.
Weeks 2–3
Test & Polish
Full test suite, edge case fixes, UI polish, and documentation. We don't ship until it's solid.
Week 4
Live on your server
Deployed, team trained, keys handed over. Yours to run forever — we stay on retainer if you want.
~4 weeks total
Real Software
Built and running —
not hypothetical.
We build and run software ourselves. These are three tools we've shipped — the same stack, the same platform, the same approach we bring to every client project.
AI Recruitment Platform
Our own hiring process was drowning in CVs, email threads, and spreadsheet tracking. We built a tool to handle the entire pipeline — from application intake through to offer letter — with AI doing the heavy lifting on screening and ranking.
Automated CV screening and candidate ranking — time-to-shortlist cut from days to under an hour
Custom CRM
Generic CRM tools don't fit how we work — too much noise, not enough signal. We built our own: pipeline management, contact intelligence, and AI-generated account summaries, all tailored to how we actually sell and manage relationships.
Full pipeline visibility with AI-generated customer insights — no manual data entry, no tool-switching
Prospective Student Chatbot
A university's admissions team was fielding hundreds of repetitive enquiries from prospective students — courses, entry requirements, campus life, deadlines. We built a chatbot that indexes their documents and web pages and answers questions instantly and accurately.
Prospective students get instant, accurate answers from institutional documents — without emailing admin
The Platform Advantage
Built faster because we've
solved the hard parts already.
We don't start from zero for every client. Our shared platform handles the infrastructure every app needs — so you're not paying for solved problems.
Faster delivery
Auth, permissions, user management, notifications — already built. We start at your business logic, not the login screen.
Lower cost
A typical app costs 40% less than a fully bespoke build — without cutting corners on quality.
Better quality
Core modules are tested across multiple real deployments. Security and edge cases are handled before your app exists.
Your code, your server
You own the deployed app. Runs on your VM or cloud. No vendor lock-in, no per-seat fees that grow with you.
Why we don't take tech requests
We work with a deliberately small set of proven technologies — Python, PostgreSQL, and Docker — and we don't deviate from them. This is what makes fixed pricing and 4-week delivery possible. Every project uses the same foundation, which means fewer surprises, faster builds, and software that any competent developer can maintain after we hand it over. If you need a specific stack, we're probably not the right fit — and we'll tell you that on the first call.
Your App
Procurement Portal — Acme Corp
Purchase Requests
PO Tracking
Vendor Comparison
Approval Chain
↓ built on top of
Reusable Modules
Shared across every app we build
Auth & SSO
Roles & Permissions
Notifications
Audit Logs
File Attachments
Reports & Exports
↓ powered by
Core Platform
Proven, widely-used open source technology
Web application framework
Relational database
Containerised deployment
Runs on your cloud
Pricing
Fixed price. No surprises.
We agree on scope and price before we start. You always know exactly what you're paying and what you're getting.
AI Integration
$10–20k
Add AI to your existing tools or workflows. No full rebuild required — delivered in 1–2 weeks.
- Document extraction or chatbot
- Connects to your current stack
- OpenAI, Claude, or Gemini
- Your API keys, your data
- Deployed to your server
- 30 days post-launch support
Starter App
$25k+
Focused, single-workflow apps. One core process, cleanly built.
- Single core workflow
- Auth + user management
- Up to 3 user roles
- Basic reporting
- Deployed to your server
- 30 days post-launch support
Most Common
Full Internal App
$40–80k
Complete internal tools with multiple modules, roles, and integrations.
- Multiple connected workflows
- Advanced roles & permissions
- External integrations (API/email)
- Dashboards + reporting
- AI features (optional add-on)
- Full audit logging
- Documentation included
AI-Powered App
Custom
Apps where AI is a core feature — document processing, assistants, automation.
- Everything in Full App
- AI model integration
- Document extraction pipelines
- Internal knowledge chatbot
- AI workflow triggers
- Your API keys, your data
All projects include an optional hosting & maintenance retainer at 3% of project cost per month — covering updates, monitoring, and priority support. Starter ~$750/mo · Full App ~$1,200–2,400/mo · AI App ~$3,000/mo · AI Integration ~$300–600/mo.
Who We Work With
We're not the right fit
for everyone — and that's fine.
We work with a small number of companies per year. Being honest about fit upfront saves everyone's time.
✕ Not for you if…
You need a consumer-facing or public app — we only build internal tools used by your own team
Your company has fewer than 30 employees — the investment won't make sense at that scale
You need it in under 3 weeks — good software can't be responsibly rushed
You're looking for the cheapest option available — we compete on quality and reliability, not price
You want a native iOS or Android app — we build web-based tools, including mobile-responsive ones
You need us to build in a specific technology your team already uses — we work with our own proven stack, and that's what makes fixed pricing and fast delivery possible
✓ Great fit if…
You have 30–500 employees and your internal processes are straining under generic tools
A critical workflow is running on spreadsheets — approvals, tracking, reporting, or anything with manual re-entry
You want to own the code and infrastructure — no per-seat fees, no vendor lock-in
No off-the-shelf tool does exactly what your team needs — you've tried and compromised enough
You want a fixed price and a predictable timeline — no billing surprises, no scope creep
You're ready to move in the next 1–2 months — we keep a short client list and plan our schedule in advance
FAQ
Common questions.
Yes — that's the default. Every app runs on your infrastructure: your VM, your cloud, your control. We containerise everything with Docker so your IT team can manage it independently.
You do. Once delivered, the source code is yours entirely. No licensing fees, no ongoing dependency on us. Hand it to any developer to maintain or extend whenever you want.
We don't start from zero. Our platform already handles auth, permissions, notifications, file handling, and reporting — the same pieces every internal app needs. We start at your business logic from day one, which is why week 2 is already building real features. Smaller scope = faster delivery; for larger apps we scale the timeline accordingly.
The stack scales gracefully. We build on PostgreSQL from day one, so there's no migration ceiling to worry about. When usage grows, we scale the infrastructure — not the codebase. It's planned for from the start.
Your data lives on your infrastructure — we never store client data on shared systems. All apps include role-based access control, audit logging, and encrypted connections. For AI features, we use your own API keys so your data doesn't leave your control.
Yes. Any system with an API — ERPs, accounting software, email platforms, CRMs, communication tools. We also build CSV/Excel import flows for systems without APIs.
Security updates, dependency patches, bug fixes, hosting support, and priority response. Also includes a monthly hour allocation for small feature additions. Priced at 3% of your project cost per month — so a $25k app is ~$750/mo, a $60k app is ~$1,800/mo, an AI integration is ~$300–600/mo. Optional — but most clients keep it for peace of mind.
About Us
A small team that does
one thing well.
We're a focused team of software engineers who specialise exclusively in internal tools for mid-sized companies. Not consumer apps, not agency websites, not startup MVPs — internal software for teams of 30 to 500 people who need something that actually fits how they work.
We've built procurement systems, HR platforms, approval workflows, custom CRMs, and reporting dashboards across industries including logistics, manufacturing, professional services, and operations. The problems are different each time; the underlying patterns rarely are.
We take on a small number of projects per year by design. Every client works directly with senior engineers — nothing is handed off to juniors or outsourced. When we take on your project, we're genuinely invested in it working.
01
Internal tools only
We don't build public-facing products or consumer apps. Our entire practice is built around the specific challenges of internal software — workflows, roles, integrations, and data that stays inside your company.
02
Senior engineers, always
No bait-and-switch. The engineers you meet during scoping are the ones who build your app. We keep the team small so quality stays consistent.
03
Honest before, during, and after
If we can't help you, we'll say so on the first call. If something is going to take longer, we'll tell you before it's a problem. No surprises.
04
Small roster, full attention
We take on a small number of projects per year by design. When we commit to your project, it gets senior attention from start to finish — not handed off, not deprioritised.
Get in Touch
Tell us what
you're trying to build.
No sales pitch. Just a 30-minute conversation to understand your workflow and tell you honestly whether we can help — and what it would cost.
Emailhello@base9.io
Book a callcalendly.com/base9
Response timeWithin 1 business day