When off-the-shelf doesn't fit, we build what does.
Back-end systems, WordPress plugins, cost calculators, client portals and integrations, made for how your business actually works. We build it, host it and look after it. Describe the problem and get a fixed-scope proposal.
- Built around your process, not the other way round
- Fixed scope and price in writing before we start
- Hosted, backed up and supported by the people who built it
- Proven: we build and run our own software, Simple Quotes & Invoices
Thank you, friend.
Your project request is with us. A person will read it and reply within one working day.
- We review the problem and how it fits with your current tools.
- We reach out for a short discovery call.
- You get a written proposal with scope, price, timeline and what we'd build first.
Grapevine Digital builds custom software for small and medium businesses in South Africa and abroad: back-end systems, WordPress plugins, cost calculators, client portals, integrations and automations. We scope it in writing, build it, host it and support it. When a ready-made tool fits, we'll say so. Our own product, Simple Quotes & Invoices, is built the same way. Get a free quote.
Six kinds of custom solution
Each one is scoped to your process and priced for what it does.
Back-end systems
Bookings, stock, job cards, quoting and staff dashboards. The tools you currently run on spreadsheets and WhatsApp.
- Role-based access for staff
- Reports and daily lists
WordPress plugins
One specific feature your site needs, written once, properly, and kept up to date.
- No bloated plugin stacks
- Built to your site's design
Cost calculators
Let visitors price their own job, then capture their details. Great for quotes, installs, loans and bookings.
- Your prices and rules
- Leads sent straight to you
Client portals
A login where customers see orders, documents, statements and statuses, and pay online.
- Your branding throughout
- Fewer "where's my order" calls
Integrations
Connect payments, WhatsApp, accounting and CRM so data moves by itself.
- No retyping between systems
- Documented and monitored
Automations
Reminders, reports and hand-offs that run on their own, on a schedule or when something happens.
- Fewer missed follow-ups
- Clear logs of what ran
Is it time for something built for you?
Custom software isn't always the answer. These are the signs it might be.
- You copy the same information between two or more tools
- Staff keep a "real" spreadsheet beside the official system
- Plugins and apps pile up, and each update risks breaking something
- Customers keep phoning for information they could look up
- A process depends on one person remembering
- You've outgrown a tool but nothing off-the-shelf fits
We'll be honest about when custom is worth it
Sometimes the best answer is a ready-made tool. Here is how we think about it.
| Ready-made tool | Plugin or light build | Custom system | |
|---|---|---|---|
| Best when | Your process is common | One feature is missing | Your process is what makes you different |
| Cost | Low, monthly per user | Moderate, once-off | Higher, scoped per project |
| Fit | You adapt to it | Fits your site | Fits your process |
| Speed | Immediate | Weeks | Weeks to months |
| Risk | Fees rise, features change | Maintenance needed | Needs a trusted builder |
Not sure which column you're in? That's what our discovery call is for. See when to build custom software.
Doing it yourself, or with Grapevine
Be honest about the choice.
- Seven tools that don't talk to each other
- Plugins from strangers that break on update
- You are the support desk
- Nobody to call when it stops
- One system built around your process
- Written, tested and updated by us
- We host it, back it up and support it
- A person you can WhatsApp
What we commit to in writing
Before we write a line of code, you get a plain-language agreement.
From idea to a system you rely on
Typical stages. Smaller projects skip some, bigger ones add more.
Describe
You tell us the problem and how work flows today. A rough idea is enough.
Discover
A short call and a look at your current tools. We map users, rules and the screens you'd need.
Scope
A written proposal with what's in the first release, what's later, the price and the timeline.
Build
You test a working version early and often, and shape it with real examples.
Launch and train
We go live, move your data across, train your team and stay close in the first weeks.
Look after
Hosting, backups, updates and support, with room to add features as you grow.
Real-world examples
Illustrative scenarios based on the kinds of projects we scope.
Quote on the website
A calculator on the site gives an estimate. The lead lands with the details filled in and becomes a quote the same day.
Trade customer portal
Customers log in, see their price list and past orders, and reorder in two clicks. The phone rings less.
Bookings and job cards
Customers book online, staff get a job card on their phone, and the invoice is created when the job is marked done.
Appointments and reminders
Online booking with automatic reminders that cut no-shows, and a simple daily schedule for staff.
Retainer tracking
Hours logged against each client, budgets that warn before they're exceeded, and invoices created from the data.
Custom pricing rules
Trade pricing, bulk discounts and quote requests that standard shop plugins can't handle.
We build and run software of our own
Simple Quotes & Invoices is a product we designed, built and support ourselves. It runs quotes, invoices, client portals, online payments, referrals and team access. The same discipline goes into every custom project.
- Permissions and security designed in from the start
- Real payment integrations, tested properly
- Updates and support we've done for years, not once
See what a calculator can do
This is the kind of calculator we build for clients. Visitors get a fast estimate, and you get a warm lead with the details already filled in.
- Your prices, your rules, your brand colours
- Sends the lead to your email or WhatsApp
- Can feed a quote in Simple Quotes & Invoices
Painting job estimator
Built with security and privacy in mind
Access control
Roles so each person sees only what they should.
Backups
Regular backups that we test by restoring them.
Encrypted connections
SSL everywhere, and sensitive details protected.
POPIA aware
Consent, retention and access handled as the law expects.
How custom projects are priced
Every project is different, so we scope before we price. Here is what to expect.
A calculator, a simple plugin or an automation.
- Often 1 to 3 weeks
- Fixed price
- Hosting and support options
A portal, a booking system or a multi-step plugin.
- Often 4 to 10 weeks
- Fixed price per release
- Training and documentation
A full back-end system with integrations and several user types.
- Phased releases
- Clear price for each phase
- Ongoing development plan
What moves the price
- Number of user types and screens
- Complexity of rules and calculations
- Integrations with other systems
- Data to move across from existing tools
After launch
- Hosting, backups and security updates
- Support with a named response time
- New features quoted before work starts
Custom solutions work best when
- You have a clear, repeatable process worth improving
- The problem costs you real time or money each month
- You can give feedback and test as we build
- You see it as a long-term asset, not a quick fix
- You're a registered business with a decision-maker involved
- A ready-made tool already does what you need
- The idea hasn't been tested with real customers
- You want a full app for a very small budget
- You can't yet describe how it should work
- You want something copied from a competitor
What people ask before they start
More in our guides, or ask us directly.
How much does custom software cost?
It depends on size. A calculator can be small, a booking system is larger. You get a fixed scope and price before we start, and big projects are split into phases.
Who owns the code and the data?
You own your data. We explain exactly what you own in the agreement, including the code we write specifically for you.
What if it breaks?
We host and support what we build, with a named response time and regular backups.
Can it connect to my existing tools?
Usually yes. Payments, WhatsApp, accounting and CRM are common. We check this during discovery. See lead funnels for how this works with follow-up.
Will it run on WordPress?
Often, especially for plugins, calculators and portals. For heavier systems we may recommend a separate application. We'll explain why.
How long does a project take?
Small items take a few weeks, larger systems a few months. Your proposal includes a timeline with milestones.
Can you build just the first version?
Yes, and we recommend it. A focused first release gets you value sooner, then we add features based on real use.
What if I'm not sure what I need?
Choose "Not sure yet" on the form. A short discovery call usually makes it clear, and we'll tell you honestly if custom isn't the answer.
Keep reading
Got a system in mind?
Even a rough idea is enough. We'll tell you if it's worth building and what it costs.