Run your business from one system
Quoting, invoicing, scheduling, job management, payments, supplier workflows, stock control, and audit trails — connected in one place, replacing the spreadsheets and WhatsApp groups your team currently relies on.
Platform Overview
- Architecture
- Modular
- Hosting
- Cloud + On-prem
- Multi-tenant
- Yes
- Audit trails
- Built-in
- Security
- 3-layer + encryption
The problems it fixes
Operational issues that drain time, create risk, and make handovers unreliable.
Where's the latest quote?
PDFs get re-exported, renamed, and re-emailed. Nobody knows which version is current.
Cashflow surprises
You can't see what's owed, overdue, or in dispute without building a spreadsheet each month.
Approvals over WhatsApp
Supplier bills and purchase requests get approved in chat threads. Good luck auditing that.
Stock doesn't match reality
Items move between locations without a trail. 'We thought we had it' is a regular conversation.
No clear ownership
Who changed pricing? Who approved that bill? No audit trail means no accountability.
Poor handovers
Sales closes a deal. Ops doesn't know. Finance doesn't invoice. The customer waits.
What it replaces
The tools and workarounds that most SMEs outgrow — replaced by one connected system.
Spreadsheets for quotes, invoices & cashflow
No more version confusion. Documents are created, tracked, and sent from one place.
WhatsApp for approvals
Approvals happen inside the system with a full audit trail — not buried in chat threads.
Paper purchase packs
Purchase orders, supplier bills, and three-way matching — digital, searchable, auditable.
Shared inbox chaos
Customer communication, documents, and history live on the record — not scattered across mailboxes.
Multiple disconnected tools
One system replaces the patchwork. Quoting, billing, inventory, jobs, and expenses — connected.
Manual reconciliation
Payments, credits, and adjustments reconcile automatically. Ageing reports are always current.
Whiteboard schedules
Jobs and bookings are scheduled, assigned, and tracked digitally with real-time status.
Paper folders & ad-hoc scans
Documents attach to records. Receipts, contracts, and files are stored where they belong.
One system. Everything connected.
Every module feeds the next. No re-capturing. No lost handovers. One source of truth for your entire operation.
Hover over a module to see what it does
Core capabilities
Nine core modules plus a medical edition. Enable what you need now — add more later.
Quotes, invoices & getting paid
Create quotes and send professional PDFs. Convert to invoices. Issue credit notes and statements. Every document has a clear history.
Scheduling & bookings
Calendar views with drag-and-drop. Assign people, rooms, and equipment. Recurring series for ongoing work or care plans.
Projects & job management
Turn work into structured, trackable execution. Create jobs per client with stages, task lists, assignments, and activity history — linked to bookings, documents, and billing.
Customer & supplier management
Clean customer records with optional portal access. Supplier management with contacts, addresses, and controlled spend.
Inventory & stock control
Multi-location inventory with full movement history. On-hand vs reserved vs available at a glance.
Expenses & accounting controls
Expenses with receipts and approvals. Double-entry journal posting. Full traceability from payment to document to journal entry.
Templates & communications
PDF, email, and SMS templates — design once, reuse across document types. Variable-driven and auto-populated.
Internal communication — no WhatsApp dependency
Keep operational communication inside the system. Messages and threads are linked to clients, bookings, jobs, and invoices — so decisions and context stay attached to the correct record instead of lost across personal devices.
Billable time management
Track time with a one-click timer or manual entries. Mark hours as billable, apply rate cards, approve timesheets, and turn time into invoice-ready line items — with full audit history.
+ Medical edition — clinical docs & medical aid
For clinics and practices: structured clinical notes with body markers, treatments, prescriptions, medical aid enrollment, pre-authorisations, claims decisions, and procedure/diagnostic coding — all behind PHI-grade access controls.
Built for operations teams
Role-based access means each person sees what they need — nothing more.
Business owners
Clear numbers, fewer surprises, and a system you can trust.
Operations managers
Coordinate people, jobs, approvals, and handovers.
Admin & finance
Quotes, invoices, statements, collections, reconciliation.
Practice managers
Bookings, patient admin, medical aid, front-desk workflows.
Practitioners
Clinical notes, treatments, prescriptions, patient context.
Purchasing & stock
Supplier bills, purchase orders, receiving, inventory control.
Predictable workflows
Simple state machines that keep the system consistent and auditable.
Bookings
Jobs
Supplier bills
Expenses
Purchase orders
Inventory
Three-layer protection
Defence-in-depth. Your data stays in your own private workspace.
Identity context
Every user operates within a specific organisation. That context follows every action.
Authorisation
Roles and permissions enforced by the system — not just hidden in the menu.
Experience guardrails
Data is organisation-scoped. The interface prevents accidental exposure. Key actions are logged.
Hosting options
Both options are VVW-managed. We operate it, apply updates, and manage backups.
Cloud hosting
VVW-managed cloud infrastructure. Fastest to roll out, easiest to maintain.
On-premises
We supply the hardware and manage it for you — backups, updates, and support included.
Configured to your business
You don't buy a generic template. You get an operational system aligned to how your team actually works.
Workflow stages & naming
Your terminology, your stages, your rules for how work moves forward.
Document formats
Templates, required fields, numbering, and branding configured to your standard.
Roles & permissions
Define what each role can view, create, approve, post, and void.
Approval flows
Optional approval steps for expenses, supplier bills, and purchasing.
Modules enabled per business
Turn on what you need now. Add more modules as your operation grows.
Optional features
Features scale with complexity. Simple businesses stay simple.
Onboarding timeline
A structured rollout that gets your team productive without disruption.
Kick-off
We learn your workflows, pain points, and priorities. You walk us through how your team actually operates today.
Organisation setup
Users, roles, permissions, locations, and your business structure configured to match reality.
Configure billing
Tax codes, document templates, numbering, payment terms, and pricing rules set to your requirements.
Data onboarding
Customers, suppliers, products, opening balances, and historical data migrated into the system.
Training
Hands-on sessions for each role — quoting, approvals, inventory, billing — using your own data.
Go-live in phases
Start with quoting and invoicing, then layer on inventory, suppliers, and expenses at your own pace.
Most businesses are quoting within the first week. Full rollout typically takes 2–4 weeks.
Book a controlled demo
30–45 minutes. One workflow end-to-end using a realistic dataset — no slides, just the actual system. You pick the scenario.
Book a demo