HorizontWhat follows isn't a case invented to illustrate a sales pitch: it's a system running a removals company in production, every day. We're telling it because it captures well what changes when software is built around a business's real process rather than the other way round.
The starting point: three tools that didn't talk to each other
Like so many SMEs, the business ran on a Excel for quotes and scheduling, a separate invoicing program and several email inboxes for talking to clients. Every removal meant typing the same thing two or three times: the quote in one place, the invoice in another, the follow-up email somewhere else. Data drifted out of sync, payments were chased by hand and nobody had a single picture of how the business stood.
The decision: a custom CRM, built in phases
Instead of buying another boxed program, a Custom CRM was built around the real process of a removal: from first contact to final payment. The key was doing it in phases, starting with what hurt most — quotes and invoicing — and extending from there, with frequent releases so corrections could be made along the way.
What the system does today
1. From quote to invoice, with nothing rewritten
The quote is created once and, when accepted, becomes an invoice compliant with VeriFactu — with its chained hash and its submission to the tax authority — without retyping the data. The Canary Islands IGIC was designed in from the start.
2. Fleet and calendar planning
Removals are scheduled in a calendar alongside the fleet and the crews, so sales and operations see the same thing. No more parallel spreadsheet of "which lorry goes where".
3. Automatic bank reconciliation
The system cross-checks the bank movements against the invoices and marks payments off by itself. What used to mean going through the statement by hand now reconciles automatically; the team only handles the exceptions.
4. Communication and follow-up built in
Email and alerts live inside the CRM: reminders, quote follow-up and client communication are tied to the client record, with AI-assisted classification. Nothing gets lost in a personal inbox.
5. Accounting and a ledger per client
Every client has their own account and ledger, with payments, invoices and balances squared. Accounting stops being a separate world and feeds itself from day-to-day operations.
What changed day to day
- One piece of data, entered once: the triple typing of quote-invoice-follow-up is gone.
- Payments under control: automatic reconciliation removes hours of checking the bank and reduces discrepancies.
- Compliance sorted: VeriFactu isn't a looming worry, it's in production.
- No cost per user: it doesn't matter how many people use it; there are no licences growing every month.
- The system belongs to the business: its own code, data and infrastructure, with no lock-in.
The important part: it isn't just for removals
The same foundation has been shaped for vehicle and storage-unit rental, for appointment booking and even for another country, swapping the Spanish tax-authority piece for Argentina's AFIP. It's proof that good custom software isn't a dead end tied to one sector: it's a solid base that adapts to your business. You can see all the systems in production and, if you're wondering about cost, there's the pricing guide and the phased pricing page.
That's exactly the starting point of this case. Tell us about your process and we'll say which phase would make sense to build first. A 30-minute call, no strings attached.
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