A map of what it replaces
Every sheet, form and approval thread the tool takes over, listed column by column, so nothing is lost.
Internal tools: the back-office software your staff run the business on
Back-office tools are the screens only your staff use: approvals, registers, price lists, stock counts. Built to replace the spreadsheet everyone is afraid to touch.
What are back-office tools?
Back-office tools are the software only your staff use: admin screens, forms and approvals. A price list the sales team edits themselves. An equipment register with service dates. A purchase order that goes from the yard to the manager to accounts. A custom tool puts each on one screen, with rules, a history and a login.
Who are back-office tools for?
- Built for
- A back office that runs on one master spreadsheet only one person understands.
Staff retyping the same figures into three places.
Managers approving things by email and losing track. - Replaces
- The master spreadsheet, the shared-drive forms and the approval email chains.
The parts of an off-the-shelf admin product your staff work around. - Not for
- A small team whose spreadsheet still works.
An admin task that Xero, HubSpot or Airtable already does well for a monthly fee.
If that is you, we will say so.
What’s included in a back-office tool?
Admin screens for your records
Price lists, equipment, suppliers and staff, each on its own screen, with search and a check that stops bad entries.
Approvals with a clear trail
A request goes to the right person and gets a decision. The record shows who approved what and when.
Staff request forms
Stock, maintenance and expense requests land in a list the right team works through, not an inbox.
Bulk changes with a preview
Price rises and end-of-month updates applied across a whole table at once, shown to you before anything is saved.
Your spreadsheets brought in
Your current data is brought in, cleaned and checked, so the tool starts with your history, not an empty table.
Sends to Xero or MYOB
An approved order or expense goes straight to your accounts software, so nobody types it twice.
History and exports
Every record shows who changed it and when. Any table exports back to a spreadsheet when someone needs one.
Not sure? Call 1300 699 321 — ten minutes will tell you.
How is a back-office tool built?
Five steps, from watching how your office works today to the day the old spreadsheets are retired.
See how a project runsFirst chat
We sit with the people who run the spreadsheets and watch a request, a change and an approval move through the office today.
Plan and price
You sign off a written plan: every screen, field, rule and approval step. The fixed price is set on that plan.
Build
Built one tool at a time, worst spreadsheet first. After each stage your staff try the finished screens on real work.
Testing
Your staff put real records and the awkward cases they know about through every screen. Anything wrong is fixed before launch.
Launch
Your staff get their logins, and the tool goes live beside the old spreadsheets. Once nothing is missing, the old sheets are retired.
Questions before you call
What does a back-office tool cost, and do we own it?
One fixed quote on the written plan, paid in stages, and you own the code and the rights to it. You can start with the worst spreadsheet and stop there if that is all you need.
Will we lose anything from our spreadsheets?
No, we list every column your staff rely on before anything is built, then bring your current sheets in so the tool starts with your history. Any table can still go back out to a spreadsheet.
Can it send approved orders to Xero or MYOB?
Yes. An approved purchase order or expense can go straight to Xero or MYOB, so nobody types it twice.
What is the difference between a back-office tool and a job management system?
A back-office tool runs the office: registers, approvals and request forms for staff. A job management system follows each job from quote to invoice, and you can build one first and add the other later.
Can you build it if we are not in Adelaide?
Yes, anywhere in Australia. Watching how your spreadsheets are used works over a video call, and you review each stage by logging in.
Get a fixed quote for your back-office tools.
Call us, or answer a few short questions. We reply within one business day with a fixed price in writing.
1300 699 321
Mon–Fri 9–5, Adelaide time · we reply within one business day