Case study · HascoMax

A whole business, run from one system.

HascoMax is an industrial machinery supplier, growing fast. Fast growth meant the manual work was growing faster, spreadsheets, separate apps, and a lot of late nights. We built them one custom system to run the entire operation, with an assistant built in to take the repetitive work off the team.

To build their first working system
Pilot, run beside their real operation
Live every day since, and counting
Small fixes, sorted almost at once

One system in place of five, used in the office, on the shop floor and out on the road.

Replaced a tangle of spreadsheets, separate apps and WhatsApp with one internal system, now relied on every day across sales, stock, repairs, finance and customer records.

Before
  • Stock spread across several spreadsheets that rarely agreed
  • Quotes and invoices written up by hand, one at a time
  • Repairs and jobs followed in notebooks and WhatsApp
  • Today's numbers living in one or two people's heads
After
  • One system across sales, stock, purchasing, repairs, finance and customers
  • Used every day, in the office, on the shop floor and on the road
  • Quotes and invoices generated straight from live stock and customer data
  • An assistant chasing payments and pulling the numbers on demand

Today, 8 people run the entire operation from one system, 200+ invoices and 70-90 machines every month, all in one place.

People run the whole operation on it
Invoices a month, straight from the system
Machines sold a month, every one tracked
your operation · dashboard
Sales · this month
£
+12%
Owed to you
£
-8%
Low stock
watch
Open repairs
live
Sales · last 7 daysGBP
Assistant

7 invoices overdue. I've drafted the reminders, approve to send.

ApproveReview
Inside the system

Everything in one place, and it all talks.

Stock that finally agrees with itself

Every machine, part, serial number and location in one place, and ready to span more branches the day they open one. No more spreadsheets disagreeing about what's actually on the shelf.

StockSerial numbersMulti-location ready

The whole money trail, connected

Quotes become invoices become receipts become returns, with purchases, expenses, cheques and who-owes-you all linked together. Nothing falls through the gaps.

QuotesInvoicesPaymentsWho owes you

Jobs, repairs and customers in one view

Track every repair and job, log any damages, and keep a full history for each customer, their agreements, their balance, the lot.

RepairsCustomer historyAgreements

An assistant that does the chasing

Ask it for the figures and it has them in seconds. Tell it to chase overdue invoices and it drafts the emails for you to approve. It only ever does what the person using it is allowed to.

Chases invoicesInstant figuresYou approve

Built for a real team

Everyone sees exactly what they should, every change is recorded, reminders send themselves, and a safe copy of everything is kept automatically.

Right accessRemindersAuto-backups

Works wherever the team is

The same system in the office, on the shop floor and out on the road, on a computer or a phone, with no extra effort.

ComputerPhoneAnywhere
The assistant, at work

It knows its limits.

Inside their system, the assistant can pull any figure and take real action across the whole operation, but only ever what the person using it is allowed to do. It can't go behind anyone's back, and every change it makes is recorded and can be undone.

Assistant
only does what you allow
Chase this week's overdue invoices.
Checked overdue invoices7 · £12,480
Cross-checked who's actually paid2 in dispute
Drafted the reminder emails×7
Waiting for your approval to send
Sent the reminders×7
Flagged the disputes for you×2
Done. 7 reminders sent, 2 flagged for you.
Ask the assistant…

“The backlog that used to define our week simply stopped existing.”

More than a year on, it's still how they run. Small bugs are fixed almost the same day, and new features they ask for get added as they go, without the system ever going down.

The next move

Want one built around your operation?

HascoMax started with one overwhelmed team and a tangle of spreadsheets. Yours can start with a free systems audit.