Custom Agency Platform
Custom Agency Management Platform
Stop duct-taping 14 SaaS tools. Get one unified system built for your exact workflows—ready for AI agents.
Book Diagnostic CallThe SaaS Sprawl Problem
A study of 73 European mid-size companies shows teams use an average of 14 separate SaaS applications every day. Forty-two percent of working time is lost on exports and data reconciliation.
Most agencies juggle: CRM (HubSpot/Pipedrive), project tracking (Asana/Monday), time tracking (Toggl/Harvest), invoicing (FreshBooks/Xero), contracts (PandaDoc), communication (Slack), file storage (Dropbox), analytics (Google Analytics), and 6 more specialized tools.
| Cost Factor | 14-Tool SaaS Stack | Custom Agency Platform |
|---|---|---|
| Monthly licenses | €1,200+/month | €500-1k/month (hosting + support) |
| Data reconciliation | 42% of time wasted | Zero (single source of truth) |
| Vendor lock-in | High (price changes, feature removal) | None (you own the code) |
| AI integration | Impossible (data scattered) | Native (single database) |
| Customization | Limited to plugin marketplace | Unlimited (custom code) |
The cost is not just licenses. It is operational risk: conflicting information, missing audit trails, and lock-in when a vendor changes pricing. Fragmentation is not an expense. It is a structural weakness.
Our Three-Stage Method
Stage 1: Operational Diagnostic (Fixed Price)
Duration: 2-3 weeks. Investment: €2k-5k depending on team size.
A custom internal platform succeeds only when the people who use it every day recognize their own workflow inside the software. Rushing straight to code produces impressive prototypes that rarely earn adoption. We made that mistake once—building what the business owner imagined, only to discover the wider team did not trust the tool because key steps in their daily routine were missing.
How We Keep Everyone On-Board
1. Kick-off workshop
Short presentation explaining goals in plain language. Anonymous 'hopes and fears' board so every role can speak up.
2. Shadow sessions & interviews
We observe real tasks at the desk, in the warehouse, or on site. One-to-one conversations map pain-points and hidden work-arounds.
3. Workflow mapping sprint
Swim-lane diagrams and sticky-note boards capture each step, owner, and hand-off. Team voting identifies the three biggest friction points to fix first.
4. Solution sketch & validation
Low-fidelity screens show how the new system will handle top workflows. Live feedback session lets users amend, reject, or approve before any code is written.
5. Consolidation report
Delivered within 10-15 business days. Includes: SaaS and license map with cost and overlap. Bottleneck analysis and data-loss hotspots. Consolidation roadmap ranked by impact and implementation effort. Clear recommendation: proceed, postpone, or refine scope.
Immediate benefits even if you stop here: A shared, documented understanding of how work really happens. Early risk reduction—misunderstandings surfaced while change is still cheap. Team buy-in—employees see their input reflected, lowering resistance to adoption.
Stage 2: Custom Platform Implementation
Three sub-phases. Total budget €10k-50k. Duration 2-9 months depending on complexity.
Phase 2.1: Core system—replace the 2-3 tools with highest overlap (CRM, project tracking, invoicing). Phase 2.2: Integrations—connect critical applications you must keep (accounting, payments, e-commerce). Phase 2.3: Extension and AI—custom reports, internal chatbot, cross-document search (retrieval-augmented generation).
Stage 3: Ongoing Support and Evolution
Monthly retainer (less than €1k) covering: hosting and monitoring, security patches and regulatory compliance, incremental improvements as your business grows.
Proven Benefits (More Than Cost Cutting)
What You Actually Gain
Beyond license savings
Full Control
Your data stays in your own infrastructure, not in 10 external databases. You own the source code. No vendor can change pricing or remove features.
Productivity Increase 15-25%
Automated flows. No more manual exports. Single interface for all operations. Team stops context-switching between 14 tools.
Modular Scalability
Start with CRM and projects. Add HR, field service, or custom modules as you grow. Architecture ready for expansion without rebuilding.
Ready for AI
One single source of truth for agents and analytics. RAG pipelines work because data is unified. Chatbots can answer cross-domain questions.
Our Working Process
1. Thirty-minute discovery call—clarify objectives, collect initial list of tools. 2. Introduce the team—explain we are going to look at how they conduct daily activities, relieve any tensions. 3. Sign the diagnostic contract—after this we can start working with your team and take notes. 4. Receive the full report within 10-15 business days. 5. Decide based on data whether to proceed to implementation. 6. Sign the implementation contract. 7. Build iteratively; every two weeks you receive a live demo instance. 8. Launch internally, measure impact, optimize continuously.
Frequently Asked Questions
What if the diagnostic shows little direct cost saving?
The report still highlights operational risks and quantifies gains in productivity and data quality. That value alone often justifies the project. Even without license savings, eliminating 42% time waste on reconciliation pays for itself.
Is this suitable if we have only 30 employees?
Yes. We have worked with companies from 10 to 200 staff. The key factor is tool proliferation and data volume, not headcount. If you are using 8+ separate tools, you are a candidate.
Which technologies do you use?
Backend: Java Spring Boot with PostgreSQL. Frontend: React. Graph-based APIs. AI modules via LangChain with proprietary embeddings. Same stack as AMODX but customized for internal operations.
Where will the platform be hosted?
Your choice—private cloud (AWS, Azure) or on-premises. You always receive full access to source code and databases. We manage hosting if you prefer, or you run it yourself.
How Is This Different from AMODX?
AMODX is a product for building client websites. This is a service for building your internal operations platform. Different tools. Different purpose. AMODX is open-source, self-deployed, community-supported. This is custom-built, fully managed, tailored to your workflows. If you need a CMS for client sites, use AMODX. If you need CRM, project tracking, and invoicing integrated with AI agents for your agency, this is the right service.