Business systems

One system forthe wholeoperation

Built around the process already running, one module at a time, until orders, inventory and production sit on a single source of truth.

A business system interface showing an order list, production status and a stock summary.
Timeline
Phased, module by module
Pricing
From Rp14 million
Ownership
System and data belong to the client

How a system is built

The system follows the process, not the other way round.

01

Mapped from the real process

Mapping starts from the way staff already work each day, including the parts still running on notes and spreadsheets. The system is built for that process, so no working habit has to change purely to suit the software.

02

One module at a time

Each module is finished, tested on real data, then used in the operation before the next one starts. The first module is useful on its own, so the work can stop at the end of any phase without leaving a half-finished system.

03

The system and its data belong to the client

A system runs on Sonattra cloud by default, or on the client's own server where the data has to stay inside the company. Either way the system and its data belong to the client, and a copy can be taken at any time.

Modules

Six areas of work one system can carry.

Each area is built and quoted as its own module. The status below says what is already running inside a client's operation, what is in build, and what gets built when it is needed.

Quotations

Quotes are assembled from one product and price list, with a document ready to send, so no two files carry different prices.

In build

Order and production tracking

Every order has a status that can be read without asking, from accepted to finished, with photo proof at the stages that need it.

Running

Stock and warehouse

Material and finished goods are counted in one place, so purchasing and production stop running on estimates.

In build

Daily operations

Tasks, delivery schedules and installations go out to the field team, and are reported back from the job itself.

Available

Billing and payment status

Work that is ready to invoice and work already paid is marked inside the system, so finished jobs stop slipping past unbilled.

Available

Access rights and audit trail

Each role sees only the part it is responsible for, and every change to the data is recorded with its time and its author.

Available

The build order follows the most pressing need rather than the numbering of this list. Pricing is built per component, the same way as website work, starting at Rp14 million for a first module running in the operation, with later phases quoted separately.

A worked example

One system built in phases, and still running.

Sector
Maker and installer of made-to-order products
Scale
One production site, an office team and a field team
Engagement
Phase by phase, with monthly maintenance once in use

Before

Quotes were built one at a time in spreadsheets, with a price list circulating in several versions. Order status could only be found by asking production directly, and the month-end summary was rebuilt from separate files.

What was built first

The first phase holds product data, customer data and the quotation module on one shared foundation. Quote documents come out of the system, and every figure in them comes from the same price list.

The phases after it

Inventory lands in the second phase, then work orders and production tracking, then delivery and installation, with employee data in the last. Each phase is used in the operation before the one after it begins, and is quoted as its own piece of work.

Phasing

Four stages, and the system is in use before the last one.

  1. 01

    Process review

    The process now running is written down as it is, including the parts still done by hand. What comes out of it is a list of modules, the order to build them in, and one total with the breakdown behind it.

    What we need
    One session walking through the work
    Typically
    1 to 2 weeks
  2. 02

    The first module

    The most pressing module is built first, tested on real data, then put into the operation. The team who will use it daily gets a short walkthrough.

    What we need
    Whatever data exists, in any shape
    Typically
    4 to 8 weeks
  3. 03

    The next phases

    Later modules are added to a system already in use, without taking it offline. Each phase is quoted separately and scheduled around readiness on the floor.

    What we need
    What the last phase taught in use
    Typically
    Quoted per phase
  4. 04

    Running and maintenance

    The system runs on Sonattra cloud or on the client's own server. Monthly maintenance covers monitoring, security updates, backups and repairs, for as long as the system is in use.

    What we need
    A decision on where the data lives
    Typically
    Monthly, ongoing

Alongside the services

One dashboard for site, ads and systems.

The client dashboard sits alongside the three services rather than replacing any of them. Each reports into the same dashboard once the site is published or the service goes live, and site monitoring can be fitted on its own to a site built by someone else.

  • Uptime, speed and SSL expiry for the site
  • Cost, clicks and incoming enquiries for advertising
  • Operational figures straight out of the business system
See what is in it →
The client portal: site health cards, a 60-day history, and a summary per service.

Questions

Before getting in touch.

Does the whole system have to be built at once?

No. The work starts with the single most pressing module, and that module is useful on its own as soon as it is in use. Later phases are added to a running system and quoted as their own work, so the build can stop at the end of any phase without leaving a half-finished system.

What about the data and spreadsheets already in use?

Existing data is moved into the system, whatever shape it is in. The spreadsheets do not have to stop on day one either: usually they run alongside until the module replacing them has proven itself, and are then dropped on their own.

Where is the data stored?

By default the system runs on Sonattra cloud. Where the data has to stay inside the company, it is installed on the client's own server as an option. Either way the system and its data belong to the client, and a copy of the data can be taken at any time.

Why is there a monthly cost if the work is quoted per project?

The build is quoted per project and per phase. The monthly cost is maintenance and licence: monitoring, security updates, backups, and repairs when something breaks. It runs for as long as the system is in use, because software an operation depends on cannot be left unwatched.

How is this different from an off-the-shelf system?

An off-the-shelf system asks the business to fit its process to the software, and tends to stop exactly at the part that makes each business its own. This is the other way round: existing modules are the starting point, then they are fitted to the process already running. Where the need really is standard, off-the-shelf is cheaper, and that gets said plainly.

Let's build your foundation.

Tell us what you're building, we'll take it from there.

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