Custom systems for smarter operations
We build custom software systems around how your business actually runs.
Tell us what's broken and we'll build the system that fixes it. Jobs, approvals, documents, customers, people and money in one place, with live visibility for the people running it. Whatever the business does.
Systems in production with
What we do
How it goes, start to finish.
No slides, and no demo of someone else's software on the first call. We start with the thing costing you time or money, and work outward from there.
- 1
We talk
Twenty minutes on the phone. You tell us what's broken and what it's costing you. We tell you honestly whether a custom system is the fix, or whether it isn't.
- 2
We come in
We sit down with your people and go through how the whole business runs, end to end. Where the pain is, who does what, and what everyone's working around.
- 3
We collect what it runs on
The spreadsheets, forms, templates and files the system would have to replace. We take copies so the design is built on how you already work, not a guess.
- 4
We map it and mock it up
You get your workflow drawn out, and a mockup of the system built around it. You can see what you'd be getting before anyone writes a line of code.
- 5
We build it, then stay on
Biggest pain first, each stage a fixed price and a defined outcome. Your team is on it from the first stage, and it keeps changing as the business does.
An example
Four businesses. Four different systems.
Choose a business. Open a record. See how the work connects.
An illustration of a FlowPilot system
A closer look at the systems
Swipe through. Tap a screen to read the detail.
Illustrative systems · sample data.
Explore the interactive version on desktop.
Four made-up businesses with made-up numbers, built to show four different ways of working. We don't sell this dashboard. We build your version of it, around how your business actually works.
Why custom
When does a custom system make sense?
Standard software works well for standard processes. Custom becomes worth considering when your team spends too much time working around it.
| What matters to your business | Spreadsheets & emailA familiar starting point | Off-the-shelf softwareAn established way of working | A FlowPilot systemDesigned around your business |
|---|---|---|---|
| Best fit | Simple work, small teams | Established, standard processes | Workflows specific to your business |
| How work moves | People manage the handovers | Follows the product’s workflow | Built around your handovers and approvals |
| Reporting | Someone combines and updates it | Covers what the product captures | Connects the information you need |
| Office and field | Messages, files and follow-up | Depends on the available mobile tools | Different screens for each role |
| Making changes | Your team maintains the sheets | Configuration and vendor updates | Changes scoped around your business |
Compare what matters to your business
Best fit
- Spreadsheets & email
- Simple work, small teams
- Off-the-shelf software
- Established, standard processes
- A FlowPilot system
- Workflows specific to your business
How work moves
- Spreadsheets & email
- People manage the handovers
- Off-the-shelf software
- Follows the product’s workflow
- A FlowPilot system
- Built around your handovers and approvals
Reporting
- Spreadsheets & email
- Someone combines and updates it
- Off-the-shelf software
- Covers what the product captures
- A FlowPilot system
- Connects the information you need
Office and field
- Spreadsheets & email
- Messages, files and follow-up
- Off-the-shelf software
- Depends on the available mobile tools
- A FlowPilot system
- Different screens for each role
Making changes
- Spreadsheets & email
- Your team maintains the sheets
- Off-the-shelf software
- Configuration and vendor updates
- A FlowPilot system
- Changes scoped around your business
You don’t need to replace everything.We start by finding what’s worth keeping.
Talk through your workflowIntegrations
Keep the apps that already work.
Every one of these is good at the job it does. What none of them do is talk to each other, so the answer to one simple question lives in four places and somebody has to go and collect it. We don't replace them. We pull what matters out of each one and put it against the job it belongs to.
And where you're only really using one part of an app, and paying for the rest of it to sit there, we can usually just build that part into your system instead.
Xero
MYOB
QuickBooks
Microsoft 365
Google Workspace
Google Drive
Google Sheets
Google Calendar
OneDriveSharePoint
Dropbox
Slack
Teams
Stripe
Square
DocuSign
HubSpot
Mailchimp
Notion
Airtable
monday.com
Asana
Trello
ClickUp
Zapier
Make
Calendly
Zoom
Google Meet
Deputy
ServiceM8
AroFlo
FirefliesNot on this list doesn't mean it can't be done. Tell us what you run on and we'll say straight whether it can be connected, how well, and what it would take.
Where AI fits
AI is only as useful as what it can see.
Where it helps, we connect it to the relevant records in your system to prepare summaries, organise information and draft routine updates.
Your team can check the source records and review the work before it goes further.
Claude
ChatGPT
GeminiPROJECT OVERVIEW
Eastern Works
- Project
- Records
- Analysis
- 4Report
Weekly Project Brief
Draft for review01 · Programme risk
The crew deadline comes before access clearance.
Friday’s noon booking closes 3 hours before the inspection. Monday’s mobilisation is at risk unless the timing is resolved.
Site Diary + Programme02 · Cost exposure
$26,400 above budget. Approval still outstanding.
The forecast is 2.9% over budget. It already includes Variation 07’s $18,400, awaiting approval for 9 days; approval alone will not remove the overrun.
Variations + Cost Forecast03 · Recommended next actions
- Site supervisorSeek an earlier inspection or a provisional crew booking before Friday noon.
- Project managerChase the Variation 07 decision; keep the additional work on hold.
- Commercial leadReview the remaining $8,000 overrun, which these records do not explain.
Suggested actions and owners, for your team to confirm.
Four records become a brief your team can act on.
Who it's for
Any business where the people at the top can't see what's happening today.
Who's behind it
I've sat in the chair you're sitting in.
I spent nine years as a project manager in civil construction. Every business I worked in had four or five systems that didn't talk to each other, and a pile of spreadsheets filling the gaps between them.
A lot of my week went on getting information out of one place and putting it into another, so that someone could get a straight answer about where things were up to.
FlowPilot is what I wanted back then. I come in, work out how the business actually runs, and build the one system that should have been there.
Matthew Guglielmino · Director · Melbourne
Common questions
The things people ask before they start.
What does it cost?
There is no price list, because there is no standard build. We price from the map: once we have been through how your business actually runs, you get a fixed price for each stage before that stage starts. You are never asked to sign up to something open ended.
How long before we are using it?
We build in stages, biggest problem first, so your team is using the first part of the system while the later parts are still being built. How long a stage takes depends on what it has to do. We tell you that up front rather than promising a number we cannot hold.
Do we have to get rid of the software we already use?
No. Most businesses we meet are running three or four subscriptions that each do one job well. We connect to the ones that are working, pull what matters out of them, and put it against the job it belongs to. Where you are only really using one part of an app and paying for the rest of it to sit there, we can usually build that part into your system instead.
Do you only work with construction businesses?
No. We have built for construction, but the same problem turns up in planning practices, professional services, labour hire, logistics, manufacturing, health and trades. If work comes in, moves through a few hands and goes out as an invoice, it is the same shape of problem.
What happens on the first call?
Twenty minutes on the phone, with nothing to prepare. You tell us what is broken and what it is costing you. We tell you honestly whether a custom system is the fix, or whether a spreadsheet or an off-the-shelf tool would do the job better. No slides, and no demo of someone else's software.
Start a conversation
Show me where the business gets stuck.
You don't need to know what software you need. Tell us what isn't working and we'll tell you honestly whether a custom system is the fix.
Melbourne based · Australian owned · You'll hear back from Matthew, not a sales desk