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Case studies Reference system

Custom operations back office

The internal tool that follows your real process, instead of making you bend to an off-the-shelf package.

For
Business teams
Service
Build + Automate
Hover over or tap a block to see its role in the system.

Reference system: a need I come across often, documented with the exact architecture I would put in place. Other client work is presented in meetings.

01Problem

The team manages jobs, files or orders across several spreadsheets and an off-the-shelf package that doesn't fit.

Statuses worked around, fields repurposed, information re-keyed: the software has become an obstacle.

02Context

Users
Field team, managers, senior management.
Current process
A central spreadsheet, a half-used off-the-shelf package, messages to fill the gaps.
Constraints
Immediate adoption, mobile use in the field, different permissions depending on the role.
Tools in place
  • Spreadsheets
  • Off-the-shelf software
  • WhatsApp

03Solution

A back office built around the team's real objects and statuses, with a mobile field view, a manager view for planning, and automations triggered by status changes.

Why this approach. When the process is what sets the company apart, the tool has to adapt, not the team.

04Architecture

Interface

  • Field view On mobile: today's list, a status change in one tap, photos and notes.
  • Manager view Planning, assignment, tracking delays.

Data

  • Supabase Objects, statuses and roles modelled on the real process, with history.

Automation

  • n8n On every status change: notification, next task, update of the connected systems.

Output

  • Notifications The right message to the right person, at the right time.
  • Accounting Export or sync to the accounting tool.

05Features

  • Custom objects and statusesThe team's words, steps and rules, not a software vendor's.
  • Mobile field viewDesigned to be used on your feet, in two taps.
  • Manager viewPlan, assign, spot bottlenecks.
  • Role-based permissionsEveryone sees and edits what concerns them.
  • Automations on status changeThe next step of the process starts on its own.
  • Full historyWho did what, and when: traceability with no effort.

06Target result

  • The end of parallel spreadsheets.
  • Statuses that are always up to date.
  • Real adoption by the field team.

How it is measured

  • Number of tools replaced
  • Time per process step
  • Field usage rate

07What I do

  1. Workshops on the real process
  2. Data model
  3. Field and manager UX
  4. Development
  5. Automations
  6. Deployment and support
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