Custom CRM development for small businesses
Orders scattered across WhatsApp, email and delivery apps? Let's get them on one screen
A custom CRM makes sense when orders come in through several channels and you also handle production, delivery and cash. We build one around how you work in 2 to 10 weeks: a single order feed from $2,500, the full system with cash, payroll and P&L from $9,000. Step one is a free process review. Our own flower shop runs on it, 400-500 orders a month.
Our flower shop in Krasnodar, Russia runs on this system: around 400 orders a month from the website, marketplaces and messengers. Repeat customers went from 28.1% of orders in May to 36.2% in September 2026.
- 704
- Flowwow orders from the past year pulled in by the email importer, none typed by hand
- 12,800 ₽
- in paid orders still marked "unpaid", caught on the reconciler's first run
- ≈14,000 ₽
- a month the old flat rate was shorting our driver on long trips
- to the ruble
- CRM revenue matches the accountant's report, Aug 2025 - Mar 2026
Vlad, VladSEO · updated Sep 29, 2026
Sound familiar?
- A marketplace order lands in your inbox and nobody sees it for three hours.
- A customer pays, never comes back to the site, and the order sits there as "unpaid". Nobody starts on it.
- The driver says he made five runs. Your manager counts four.
- The cash envelope comes up short and nobody remembers why.
- Your bookkeeper stitches the month together from three spreadsheets, and it still doesn't add up.
- A regular drifts to a competitor because nobody reached out on the anniversary of their last order.
We had every one of these in our own shop. We closed each hole with a module, and now we build the same ones for you.
What changes once it's running
Every order on one screen: where it came from, who's making it, which driver has it and whether it's paid. Your team works from their phones, and at night the cash drawer either matches or shows you exactly where the gap is.
Every order in one place
Website, marketplace and email orders land in the CRM on their own within five minutes. WhatsApp orders go in through a short form.
Your team knows what's next
The florist, baker or tech taps "I'll take it", snaps a photo when it's done, and the customer sees the result before the recipient does.
Drivers close their own deliveries
No photo, no "delivered". Distance and pay per run are calculated automatically, so there's nothing to argue about.
Cash matches every night
Any gap, however small, needs a note, and you get a push notification.
Your business on your phone
Revenue, channels, orders taken by each manager, cancellations with reasons.
Customers come back
Every morning the system lines up who to message today and drafts the text.
How it fits together
Orders from every channel end up in one database. Each person gets their slice of the work, and money is reconciled in the same system, with no spreadsheet exports.
We built it for ourselves first
Krasnodarflora, our flower shop: 10 years in business, around 400 orders a month. The system grew out of its everyday problems.
- Orders from Flowwow, a Russian flower marketplace, drop into the CRM on their own. The email importer pulled in a full year of history: 704 orders worth 3.53M ₽, no duplicates, nothing typed by hand.
- Yandex's flower marketplace sends no order emails and has no API for small shops. We connected it anyway: orders show up in the CRM within five minutes.
- On its first run, the payment reconciler found three paid orders worth 12,800 ₽ still marked "unpaid". Now it catches those on its own.
- Automatic driver pay showed the old flat rate was shorting about 14,000 ₽ a month on long trips. Now every delivery is paid by the kilometer.
- CRM revenue from August 2025 through March 2026 matches the accountant's report to the ruble.
Where to start and what it costs
Prices are per project, with no per-seat fees. Florists, drivers and trainees use the system for free.
- 1
Process review
Free2-3 days
Tell us on WhatsApp or Telegram how an order moves through your business, voice notes are fine. You get a written map: where orders and money slip through, what to automate first and a rough estimate. No calls.
- 2
Prototype on your data
$300-4505-7 days
The main screen of your future CRM, built on last month's orders with personal details stripped out. If you go ahead, the fee counts toward the project. If not, you keep the prototype and the map.
- 3
Every order on one screen
$2,500-4,0002-3 weeks
An order feed with statuses, automatic import from 1-2 sources, a form for WhatsApp orders, a phone app with push alerts and an unpaid-orders tab with payment links. For 50-300 orders a month and a team of 2-6.
- 4
Team and drivers on their phones
$5,000-8,0004-6 weeks, includes 3
Your team claims orders, a photo of the finished job goes to the customer, drivers close deliveries with a photo, and driver pay is calculated by distance. For businesses with their own production and delivery.
- 5
The money adds up
$9,000-15,0008-10 weeks, includes 3 and 4
A nightly cash count, purchasing from your phone, monthly P&L, payroll from shifts, an online payment reconciler, analytics and a "who to message today" list. For 200+ orders a month.
- 6
Support
from $200per month
Monitoring, backups, bug fixes and small improvements.
You get an exact number after the review, before any work starts. The code and database are yours, and so are the logins.
No six-month spec
- 1
Review
We look at how things work today and ask about anything that isn't clear.
- 2
Prototype
We show you a screen with your data and tweak it until you say "yes, that's it".
- 3
Launch in pieces
Order feed first, drivers a week later, then money. Your team gets used to it one step at a time.
- 4
Support
We fix, improve, and go over the numbers with you once a month.
The code and database are yours, and so are the logins. If you ever want to switch developers, we hand everything over with documentation.
Sometimes an off-the-shelf CRM is the better deal
- You sell over the phone with long sales cycles: HubSpot, Pipedrive or Kommo can be set up in a week and will cost you less.
- Fewer than 50 orders a month: a spreadsheet and a simple notification bot will do. We'll tell you how to set that up for free.
- You need phone lines and a shared chat inbox right now: that's where Kommo shines.
- Salons, sports clubs and real estate teams have solid industry tools. If your process fits one, start there.
- Often the best answer is a mix: sales in the CRM you already have, production, delivery and money in our module, connected through an API.
You need us when you run your own production and delivery, your money lives in several places, and ready-made tools keep making you bend around them.
Custom CRM questions
How much does a custom CRM cost for a small business?
The process review is free. A prototype on your data is $300-450 and counts toward the project. A single order feed runs $2,500-4,000, the system with your team and drivers $5,000-8,000, and the full system with cash, payroll and P&L $9,000-15,000. Support starts at $200 a month.
Why not just use HubSpot or Kommo?
Those are built around deals and sales calls. We build around your process: production, drivers, photos, cash. There are no per-seat fees, and money is tracked in the same system. If you sell by phone and close deals, a ready-made CRM will be cheaper, and we'll tell you so in the review.
How long does it take?
A prototype takes 5-7 days. The order feed takes 2-3 weeks, the version with drivers 4-6 weeks, and the full money side 8-10 weeks. We launch in pieces, so the first part runs on your real orders within 2-3 weeks.
Can you connect a marketplace that has no API?
Often, yes. Flowwow doesn't share orders through an API, so we parse the order emails. Yandex's flower marketplace has no API for small shops, so we pull orders from the seller portal. Either way, the order shows up in the CRM within five minutes.
Who owns the code and the data?
You do. The code and database live on your server or in your account, and you hold the logins. The stack is standard, PHP with MySQL or Next.js with Postgres, so any developer can pick it up from the docs.
Does this work for businesses other than flower shops?
Yes, if you have orders, someone who makes or fixes things, deliveries or site visits, and money in several places: bakeries, food delivery, workshops, field services. We also built a system for a realtor, where listings and clients take the place of orders.
What if my team doesn't use it?
That's why we launch in pieces and start with whatever hurts most, usually the order feed. Your team learns one screen at a time instead of a whole new system at once.
See also
Case study: our shop's CRM
400-500 orders a month, a florist queue, drivers and P&L in one system.
Case study: six quiet money leaks
Stuck payments, a promo code on coupon sites, inflated ad stats and an underpaid driver.
Case study: a realtor system
1,106 listings, client matching and a morning Telegram briefing.
All projects: websites, CRMs, apps
What we've already built, with one fact you can check for each.
Free process review
Walk us through one order
From the customer's first message to the money in your drawer. We'll point out where it can get lost and what to automate first. Free, over chat.
- Where orders and money slip between your website, messengers and people
- What to automate first, with a rough estimate
- A $300-450 prototype that counts toward the project
We reply in writing within a couple of hours. No calls needed and no sales script.
Numbers you can check
- ≈400
- orders a month in the flower shop I run
- 36.2%
- of orders in Sept 2026 came from returning customers, up from 28.1% in May
- 10 years
- that site in search, full history on the table
The same case shows a 51% Google drop in May 2026. Most people hide that. I show it and write what I am doing about it.