Custom software and dashboards, for the work spreadsheets can't hold.
When your team runs on spreadsheets, shared inboxes and workarounds, whatcould.ai builds the internal tool that fits the process: a database, a job system, a workflow app or a live dashboard. Every build starts from the constraint that costs you the most, and is scoped and priced in writing before any work starts.
- How we charge
- Fixed price, agreed in writing after scoping
- Good fit for
- Small and mid-sized businesses that have outgrown spreadsheets or a rented system that doesn't fit
- Connects to
- Accounting software, email, SMS, payment and data tools, and most tools with an API
- Your data
- Hosting and third-party processing agreed before the build
- Where
- Based in Melbourne, working with businesses across Australia
Custom, or off the shelf?
A build isn't always the answer. Here is how we decide.
Build it when
- Your team keeps the real process in spreadsheets around the software you pay for.
- You rent a system that doesn't fit and pay for features you don't use.
- Reporting means exporting, pasting and checking by hand.
Buy off the shelf when
- A product does what you need after setup.
- Your process is standard for your industry.
- The cost of the gaps is small.
If a product you can buy will do the job, we'll tell you in the first meeting.
Built around how your team works.
These are the kinds of software we build. Most projects combine several.
Internal tools
The screens your team uses every day, shaped around the actual job.
Databases
Your records in one structured place instead of spread across spreadsheets.
Workflow apps
Bookings, jobs, approvals and invoices moving through clear steps.
Dashboards
Live numbers from your own data, without exports and copy-paste.
Works on any device
Built for the desk and the phone, so it works where the work happens.
Integrations
Connected to accounting, SMS, email and payment tools.
Category analytics for an FMCG supplier
Weekly retailer scan files turned into one shared category view for the whole team.
From first chat to software your team uses.
The same six steps as every project. More on how we work
- 01
Discover
A free 30-minute chat about your business, your team and what isn't working today.
- 02
Audit
We sit with the people doing the work and map where the hours go.
- 03
Define
A written scope: what we build, what it connects to, a fixed price and a date. Nothing is built until you agree it.
- 04
Build
We build in stages and show you working screens along the way, not only at the end.
- 05
Launch
We move your data across, connect your tools and get the team using it.
- 06
Grow
We monitor it after launch, fix what breaks and keep improving it as you change.
Custom software and dashboards questions.
- How much does custom software cost?
- It depends on the scope. After scoping you get a fixed price in writing, before any work starts, paid in milestones. Hosting and AI usage are passed through at cost with no markup, and ongoing support is a monthly fee agreed with the build. We are not registered for GST, so no GST is added. How we price.
- How long does it take to build?
- It depends on the scope, and the date is written into the scope before we start. You see working screens during the build, so there are no surprises at the end.
- Can we start small?
- Yes, and we usually recommend it. Pick the one task that costs your team the most time, fix that, and build on what works. The three-hour rule explains why.
- Can you replace a system we rent?
- Often, yes. We check what the current system does, what your team actually uses and how the data comes across before we recommend it.
- Where is our data stored?
- Hosting location, access controls and any AI or third-party processing are agreed in your proposal before you sign. If Australian data residency is required, we check the whole workflow against that requirement, including connected services. We do not use client data to train models.
- Who owns the software?
- You own your data, your configuration and everything the system produces. We keep ownership of the underlying software and give you a perpetual licence to use it in your business. If we ever stop trading, you get the source code so someone else can maintain it. If you want to own the software outright, we can quote that before the build starts.
- What happens after launch?
- We fix defects in what we built for 30 days after handover at no charge. After that, monitoring, support and improvements continue under the monthly support arrangement in your proposal.
Talk to us about what you need built.
Tell us what your team works around every day. We'll tell you whether a build is worth it. The chat is free.