cyberninja.digital
Bespoke systems

Custom software for when the off-the-shelf box stops fitting

There comes a point where the company bends its process to fit the tool, and covers the gap with spreadsheets and manual work. That is when it is worth costing out a system of your own — and checking whether it pays back faster than another year of workarounds.

Bespoke systemquoted individually

fixed price once the scope is written — the document is yours either way

See pricing

What we build

Systems that serve a specific process and grow with the company. Always built on the assumption that somebody will maintain them after us.

01Bespoke ERPOrders, inventory, production, settlements — laid out the way your process actually runs. We roll out module by module, starting with whatever hurts most, rather than the whole system at once.
02CRM for your own sales processPipeline, tasks, contact history, telephony and email in one place. Worth it when your process does not fit a ready-made tool, or you pay for dozens of features nobody opens.
03Customer and partner portalsA place where your customer checks status, downloads documents and places orders themselves. It takes repetitive questions and phone calls off the team.
04Integrations between systemsWe connect tools that cannot talk to each other: ERP to e-commerce, CRM to telephony, warehouse to accounting. With error handling and retries, because integrations fail at night.
05Process automationWe move repetitive work onto the system: document flows, report generation, notifications, data sync. We start by counting how many hours a month it costs today.
06Modernising a legacy systemWhen it works but nobody wants to touch it. We document what is actually there, carve out pieces one at a time and migrate without stopping the business. No big-bang rewrite.

How we work technically

We pick technology for long maintenance, not for fashion. The system has to keep running even if another team takes it over.

01A predictable stackTypeScript, React, Node, Python. Popular, well documented and easy to hand over — we do not lock you into a niche.
02EU infrastructureGoogle Cloud and Firebase in the European region, with backups and monitoring. On-premise deployment is also possible.
03Security and GDPRRoles and permissions, audit log, encryption of sensitive data, data processing agreement.
04Testing and deploymentAutomated tests on critical paths and deployments that can be rolled back. Shipping a change does not end in prayer.
05DocumentationArchitecture, decisions and maintenance procedures written down — for whoever comes next, including if it is not us.
06An AI layer where it earns its placeDocument recognition, search across company knowledge, agents handling routine requests. Added where it genuinely shortens work.

How we run it

We cut the risk of a large project by splitting it into stages with their own sign-off.

01WorkshopWe sit down with the people who run the process daily and map how it actually works, rather than how the procedure describes it.
02Scope and fixed priceA specification split into stages, with acceptance criteria and a fixed amount. You can see what ships in month one and what in month three.
03First working moduleWe start with the piece that pays back fastest and put it into real use before moving on. That tests the assumptions better than another meeting.
04Growth and handoverFurther modules in two-week iterations, documentation kept current. At the end: full rights to the code, credentials and the option to take development in-house.

What we have already built

Systems in daily use, not mockups. We maintain them and answer for their incidents.

Pęk kluczyków samochodowych na ciemnym blaciefleetifySettlement centre · partner.fleetify.plPusty identyfikator na smyczy obok zamkniętego notesuHIRYAdvisor CRM · crm.hiry.co.ukMokry nocny asfalt z odbiciami świateł ulicznychSparioFleet ERPKratka wentylatora jednostki zewnętrznej pompy ciepłaInvertorInterior CRM

Frequently asked questions

The things that usually decide whether this is worth starting.

How much does custom software cost?

We do not publish a starting price, because it would be invented — the spread between a simple customer portal and an ERP running a whole company is a factor of dozens. Instead, after a free workshop you get a written scope split into stages with a fixed amount for each. The document is yours even if we do not continue, and you can use it to compare offers.

When is a bespoke system better than an off-the-shelf one?

Usually when the process is your competitive advantage and does not fit a ready-made tool, when you pay licences for dozens of users on features only a few touch, or when the gap between the tool and reality is covered with spreadsheets and retyping. If none of those apply, we will honestly tell you to stay with the off-the-shelf option.

How long does a project like this take?

The first working module usually goes live in 6–10 weeks, and the full system is built in stages across several quarters. We deliberately avoid one big launch — the longer a stretch runs without contact with real usage, the higher the chance of building something adjacent to the actual need.

What if requirements change mid-project?

That is normal and we assume it upfront. The scope is split into stages, so a change affects the next segment rather than the whole contract. We quote every larger change separately and show its effect on the timeline before starting it. Nothing gets added quietly.

Will you take over a system from another vendor?

Yes. We start with an audit: we review the code, infrastructure and documentation, then give you a report on the real state, the risks and the cost of maintenance. Only then do you decide whether we extend it or rewrite it gradually. The audit is a standalone, finite service — it does not require committing to further work.

Who owns the code?

You do, on settlement of each stage. We transfer full economic rights, the repository and infrastructure access. We use mainstream technology and write documentation precisely so that a handover to another team is realistic rather than theoretical.

Do you work remotely or on site?

We work remotely, based in Warsaw. The opening workshop can be run at your premises if the process has to be seen in person — with production or warehousing it usually should be. After that we work in two-week iterations with continuous contact and a demo at the end of each.

Do you add AI to these systems?

Where it shortens work, not because it is fashionable. It usually earns its place in document recognition, search across company knowledge and handling repetitive requests. We always document what data reaches the model and where it is processed; running the model inside your own infrastructure is also possible.

Custom software

Start with a workshop

A free session about the process, then a scope split into stages with a fixed price. The document is yours to keep.