Excel has become the operating system
Lists get copied, files get sent, the same information is maintained in three places. Nobody knows for certain who has the current version.
NeXsoft · Software for your processes
Software for processes
that could work better.
NeXsoft builds custom business software, automates recurring processes with AI and connects existing systems — tailored to the process in question.
Tailored instead of standard softwareWeekly releases to a real environmentRepository and infrastructure in your organisation
- Starting point: four input channels, four systems, nothing is running.
- An email arrives and is captured.
- The attachment is recognised as a document and read.
- The required fields are extracted: customer number, line items, delivery date.
- The details are checked against the master data. One discrepancy remains open.
- The open discrepancy goes to a person for approval. Nothing proceeds without that approval.
- After approval, the existing systems are updated.
- Order and confirmation are created automatically.
- Result: the case is complete, and the person decided once instead of retyping eight times.
Process schematic
From inbox to system
Input
Emailwaiting
PDFwaiting
Formwaiting
Photowaiting
NeXsoft
Understandwaiting
Checkwaiting
Automatewaiting
Connectwaiting
Your systems
ERPwaiting
CRMwaiting
Databasewaiting
Portalwaiting
Result
Orderwaiting
Confirmationwaiting
Reportwaiting
Replywaiting
Input
EmailPDFFormPhoto
NeXsoft
UnderstandCheckAutomateConnect
Your systems
ERPCRMDatabasePortal
Result
OrderConfirmationReportReply
Schematic representation of a typical process. No customer data, no measurements.
Starting point
Where unnecessary work arises today.
Information travels from system to system
Email to PDF to Excel to ERP to CRM. Every transition is manual work, and every piece of manual work is a place where something gets lost.
Staff search for knowledge that already exists
The answer sits in a manual, an old email or a colleague's head. Just not where someone is asking for it.
Standard software does not fit the actual process
So staff build detours around the software — side lists, note fields, conventions that are documented nowhere.
Growth mainly produces administration
More customers and more cases automatically mean more manual work, because the process does not scale with the volume.
The systems hold data, but no common process
Each one works on its own. The case that runs through all of them exists only as habit in the heads of the people involved.
None of these conditions comes from poor work. They arise because the process grew and the software never followed it. That is exactly where we start.
Four specialisations
Where custom software makes the difference.
Four areas we work in. Each begins with a process that takes more manual work today than it needs to.
01
Custom Business Software
When an important process in your organisation only works around the standard software you have: extra spreadsheets, emails and verbal agreements.
Input
- spreadsheets
- scattered tools
- coordination by email
- paper forms
- conventions without a system
Result
- one central application
- roles and permissions
- approvals with a record
- reporting from live operations
- traceable changes
When standard software does not map an important business process properly, we build the software that does.
02
AI Process Automation
When the same clerical work starts over every day: read, transfer, check, forward.
Input
- emails with attachments
- orders and forms
- recurring enquiries
- receipts and supporting documents
- data from existing systems
Result
- pre-sorted cases
- captured and checked data
- prepared replies
- approval by a member of staff
- a traceable record
We automate the steps that are repeated by hand every day, and leave the decision with a person at one deliberately chosen point.
03
AI Assistants, Knowledge & Document Intelligence
When the same everyday questions get researched from scratch again and again although the answer already sits in documents and systems.
Input
- PDF documents and manuals
- contracts, quotations and invoices
- email threads and enquiries
- technical documentation
- approved company knowledge
Result
- an answer with a source reference
- the passage instead of the file name
- a summary across several documents
- an answer that does not depend on who happens to be available
- an assistant inside the daily process
We build assistants that answer questions from your own documents — and say which document the answer came from.
04
Technical Operations
When the work happens at the machine, in the vehicle or at the customer's site — while the documents needed for it sit back in the office.
Input
- asset and site data
- service history
- technical manuals
- photos from the job
- inspection and maintenance rules
Result
- work instructions at the asset
- service report from the job
- photo documentation attached to the case
- inspection record with time and person
- feedback into the authoritative system
Whoever is out on the job has everything with them: the work order, the documentation for the asset and the data from your systems — in one application built to keep working without a network connection.
No two companies work the same way. These four areas are specialisations, not finished products — what gets built follows your process. What stays the same are the construction principles and the technical decision paths, not a prefabricated solution.
Processes compared
Choose the process that looks familiar to you.
On the left, how the process typically runs today. On the right, the same process when an application takes over the steps that are always the same.
Emailed PDF orders become checked orders, with human approval where it counts.
Today
How the process runs if nobody changes anything.
- 01Email arrives in the mailboxSystem
- 02Open the PDF attachmentHuman
- 03Look up the customer recordHuman
- 04Look up article numbersHuman
- 05Retype the line itemsHuman
- 06Check prices and termsHuman
- 07Raise a query by emailHuman
- 08Create the order in the systemHuman
- 09Write and send the confirmationHuman
With NeXsoft
The same process, with the decision at one clear point.
- 01Email captured automaticallySystem
- 02Attachment read and structuredSystem
- 03Validated against master dataSystem
- 04Deviation raised for approvalHuman
- 05Query with the customer, case visibly waitingHuman
- 06Order created in the systemSystem
- 07Confirmation drafted for sendingSystem
The label Human marks the points where a person decides or enters something. System marks the steps the application takes over. The human approval deliberately stays in place — it is not optimised away.
Existing systems
Your ERP stays your ERP. We build the path in between.
The most common task is not to replace a system — it is to build the stretch a person covers today by copying and pasting. Click a building block.
Your systems
stay where they are
NeXsoft
the path in between
Recipients
People and systems
Your systems
stay where they are
NeXsoft
the path in between
Recipients
People and systems
Select a building block to see what actually happens there.
No existing system is replaced: your ERP, CRM and line-of-business software stay authoritative for the data they hold, and the layer in between builds the path a person currently walks with copy and paste.
Working together
How a project runs — and what happens when something breaks.
Step 01
Specification
Data model, role matrix, interface list and acceptance criteria are set down in writing before anything is built. Can be commissioned on its own — the result is still usable if someone else builds it afterwards.
A document that works as a basis for tendering
Step 02
Build
Weekly delivery to an environment your department can operate itself. No change goes live unchecked: every one runs through automated controls before it is released. For your project, tests on the business-critical paths are added.
You see the current state weekly, not at the end
Step 03
Replacing legacy systems
Migration in parallel operation: the legacy system stays authoritative until the handover has been reconciled and logged. For every cut-over step, the fallback scenario is defined in advance.
A way back at every step, not only at the start
Operations and response times
- Service hours
- Mon–Fri, 9am–5pm
- Outage, operations halted (P1)
- Response < 4 hours
- Restricted operation (P2)
- Response < 1 business day
- Defect without operational impact (P3)
- with the next release
- On-call outside those hours
- no — deliberately not promised
These values are written into the contract. They are set so that a company of this size can keep them — a 24/7 commitment would not be credible with our set-up.
Handover is built in, not bolted on
A project is yours from the first week of work, not from the final invoice. That is why it is set up from the outset so another team could take it over at any time:
- Repository and infrastructure run in your organisation from day one, not ours.
- Every architecture decision sits in the repository as a dated document, including the alternative that was rejected.
- A written operations guide — how the software runs, how it is restarted and how a change is deployed — is part of what we deliver, not of the closing meeting.
- On request, before the project starts, we name a stand-in from our partner network who can take over the current state.
Blueprints
No client references. Full disclosure instead.
Five systems as we would build them — with process, architecture, integrations and the metrics you would have to measure them against.
Solution blueprint: a fully worked example system, not a delivered client project. The processes, architectures and metrics show how we would build such a system — they are not measurements.
FAQ
Answers you need.
Not answered yet? Write to us — we reply personally within 24 hours.
That depends heavily on how much of your work is manual today. The biggest gains come from recurring tasks: tickets, emails, reports, classification, routing. We do not estimate blindly — in the intro call we look at your specific process, measure the current state and define in advance how success will be measured.
Intro call
Show us the process.
Describe briefly what works manually, slowly or needlessly complicated today. We check whether a sensible software solution can be built from it — and we say so if it cannot.
Reply in < 24h·Free intro call·NDA possible