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Custom back-office software, built around your spreadsheets

Turn your spreadsheet into a back office.

Send us the spreadsheet your business runs on. We build a back office around it: every row becomes a record your team can search, open and track. Keep uploading spreadsheets, and add automation when you need it.

Book a free audit Try the full demo

Before and after: the same data as a spreadsheet and as a back office

Before

Your spreadsheet

Jobs_MASTER_v7_FINAL (Dave's copy).xlsx
ABCD
1JobAddressWhoStatus
2J-104214 Mill LaneSamdone??
3J-1043Flat 3, Brook Stask Priyaleak, chase!!
4j1044Unit 7 Canal WharfSamgas chk 12th 2pm
5J-104522 Station RdDaveWAITING parts
6J-104522 Station Rd (dup?)Dave#REF!
7J-10469 Brook StPriyabooked 13/10
8J-10475 Orchard ClDave??see tab 3
9J-104814 Mill LaneSamquote sent
10
11
12
  • Finding a job means scrolling and Ctrl+F, one tab at a time.
  • Status, notes and chasers are crammed into one cell.
  • Nobody knows who changed what, or when.
After

Your back office

Open the full demo

A working preview with made-up data from a property maintenance firm. Search it, open a job, switch tabs. The full demo lets you change statuses, upload more rows and run automations.

  • Keep using Excel
  • Fixed price, live in 2–6 weeks
  • You own the code and the data

What changes

Same data. Five things work differently.

Nothing is retyped. The rows you already have become records, and the jobs a spreadsheet is bad at are handled for you.

  • FindingScroll and Ctrl+F, one tab at a time.One search box across every job, customer and address.
  • DetailStatus, notes and chasers crammed into one cell.A page for every record, with its details, files and timeline.
  • HistoryA number changes and nobody knows who or when.Every change logged with a name and a time.
  • SharingCopies emailed around, and three versions of the truth.One live version, with each person seeing what their role needs.
  • ChasingOverdue work is caught when someone remembers.Overdue work is flagged, and reminders go out on their own.Add-on

Your spreadsheet stays

You do not have to give up the spreadsheet.

Spreadsheets are good at getting data in. They are bad at finding it again, sharing it safely and remembering what happened. Keep them for the first job and let the back office do the rest.

  • Upload whenever you like

    Drop in an Excel or CSV file. New rows are added, changed rows are updated, and anything that does not match is flagged for you to check. Nothing is silently overwritten.

  • Find anything in seconds

    One search box across every sheet you have uploaded. Filter by status, person or date, and click through from a customer to their jobs to their invoices.

  • Export back out

    Need it in Excel for the accountant or a one-off analysis? Export any list, filtered how you like, and carry on in the tool you know.

What it works for

Whatever your spreadsheet runs, it can become a back office.

Trades and property maintenance, wholesalers, clinics, recruiters, training providers, charities. If the work lives in a spreadsheet, the same approach applies, at any company size.

  • Job tracking

    Jobs, engineers, visits and sign-off, from enquiry to invoice.

  • Quotes and invoices

    Price lists, approvals, and what has and has not been paid.

  • Stock and purchasing

    Stock levels, reorder points and supplier orders.

  • Customer lists and CRM

    Contacts, history and follow-ups in one place.

  • Bookings and rotas

    Who is where and when, with clashes caught early.

  • Projects and tasks

    Stages, owners and deadlines across every project.

  • Compliance registers

    Certificates, checks and expiry dates that cannot be missed.

  • Assets and equipment

    What you own, where it is and when it was last serviced.

Included from day one

What every back office comes with.

This is the base build. It is what you saw in the demo, shaped around your own columns, statuses and people.

  • Search across everything

    Jobs, customers, addresses and notes in one box, with filters you can save.

  • A page for every record

    Each job, customer or order gets its own page with details, notes, files and a timeline.

  • Linked records

    Customers link to their jobs, jobs to their invoices. No more matching IDs between tabs.

  • Spreadsheet import and export

    Upload Excel or CSV at any time and export any list back out.

  • Roles and permissions

    Each person sees and edits what their role needs, and nothing more.

  • A log of every change

    Who changed what, and when, so a mistake can be traced and put right.

  • Phone and desktop

    The same system in the office and on site, with nothing to install.

  • Automatic backups

    Your data is backed up without anyone remembering to do it.

Add-ons, on demand

Add automation when you need it. Not before.

Start with the base. When a manual step starts to hurt, we automate it. Each add-on is built to your rule and quoted at a fixed price.

  • Triggers

    Do the next step automatically

    When a job is marked complete Then draft the invoice and email accounts.

  • Scheduled tasks

    Run it on a timetable

    Every Monday at 08:00 Then email the overdue list to the operations manager.

  • Email and SMS

    Tell people without typing

    When a visit is booked Then text the customer their time slot.

  • Reminders

    Never miss a date

    When a certificate is 30 days from expiry Then remind the customer and open the renewal job.

  • Approvals

    Put a person in the loop

    When a quote is over £5,000 Then hold it for a director to approve.

  • Documents

    Generate the paperwork

    When a quote is approved Then build the PDF from your template and send it.

  • Forms and portals

    Let customers help themselves

    When a customer requests work online Then it arrives as a record, not an email.

  • Reports

    See the numbers without building them

    Every Friday at 16:00 Then email the week's figures to the directors.

  • Integrations

    Connect what you already use

    When an invoice is raised Then send it to your accounting software.

  • Plain-English questions

    Ask instead of filtering

    Ask "Which jobs in Leeds are overdue?" Then get the answer from your own data.

Need something that is not on this list? If it follows a rule, it can be built. Tell us the rule on the audit call.

How it works

From spreadsheet to live system in weeks.

This is a service, not software you configure yourself. We do the work and you check it as it takes shape.

  1. 1Week 1

    Map

    Send us the spreadsheet and walk us through it on a call. We turn your tabs, columns and hand-offs into a screen-by-screen plan with a fixed quote. The plan is yours to keep.

  2. 2Weeks 2–6

    Build

    We import your data and build in weekly releases your team can click through and correct. Day one starts with your real records already in place.

  3. 3Ongoing

    Run and extend

    We host it, watch it and add automations as you ask for them. One monthly fee and one team accountable. If you ever leave, the code and the data leave with you.

Pricing

Fixed prices. No day rates. No open-ended bills.

You know the full cost before any build work starts, and you pay in stages as working software is delivered.

1 · Blueprint

£1,500

Credited in full against your build.

  • Your spreadsheets reviewed tab by tab
  • Columns, statuses and hand-offs mapped
  • A screen-by-screen plan of the system
  • A fixed quote and timeline

2 · Build

from£7,500

The base back office, at a fixed price.

  • Your spreadsheets imported and cleaned
  • Search, record pages and linked data
  • Spreadsheet upload and export built in
  • Permissions and a log of every change
  • Team training and handover documents
  • Payments staged against delivery

3 · Run

from£500a month

Hosting, support and small changes.

  • Hosting, monitoring and backups
  • Support from the team that built it
  • Small changes included
  • Add-ons quoted at a fixed price, any time

The audit is free. It ends with a fixed quote, so you know the number before you spend anything.

Book a free audit

Questions

What people ask before they book.

Do we have to stop using Excel?

No. Keep working in spreadsheets where they suit you and upload them whenever you like. The back office adds the things a spreadsheet is bad at: search, history, permissions and automation. You can export back to Excel at any time.

Is this software we sign up for, or something you build?

Something we build for you. There is no generic product to configure. We take your spreadsheets and your way of working, build a system that fits, then host and support it.

What happens when we upload a newer version of a spreadsheet?

New rows are added and changed rows are updated. Anything that does not match, such as a duplicate job number or a missing date, is flagged for you to check. Nothing is silently overwritten, and every import is logged.

What can be automated?

Anything that follows a rule: when this happens, do that; every Monday, send this. If a step needs judgement, we add an approval so a person decides. Automations are add-ons, so you only pay for the ones you want.

Why not buy off-the-shelf software?

If a product fits how you work, buy it. This is for when it does not, and you would be paying per seat for a tool you then work around in a spreadsheet anyway.

Who is this for?

Any company that runs part of its business on spreadsheets and has started to feel the limits: things are hard to find, copies drift apart, or work gets missed. Size does not matter. The back office is built to fit, whether that is three people or three hundred.

Is our data secure?

Every system has role-based permissions, a log of every change, encrypted connections and automatic backups. We sign a data processing agreement with you before any of your data is touched.

What if you disappear?

You own the source code and the data, and both come with documentation. We build on mainstream technology so another developer can pick it up without us.

Free 30-minute audit

Show us your messiest spreadsheet.

We will look at it with you on a call, sketch the back office it would become, and tell you what that costs as a fixed price. No slide deck and no obligation.

  1. 1Email us. We reply within one working day with times for a call.
  2. 2On the call, you share your screen and walk us through the spreadsheet.
  3. 3You get a one-page plan of your back office and a fixed quote.

Book your free audit

One email is all it takes. The button opens a message to us with the subject already filled in.

Email us to book
hello@buildbackoffice.com

Helpful to include

  • Your company and roughly how many people use the spreadsheet
  • What the spreadsheet runs: jobs, quotes, stock, rotas
  • A couple of times that suit you for a call

No need to attach the spreadsheet. We look at it together on the call, and we only use your details to reply to you.