Replace expensive business software with a version you own.

Not always. Compare the license cost and workflow limitations with the build, migration, and ongoing operating costs. A smaller subscription can be better value than custom software. If the tool costs under $2,000 a year and does the job, keep it.

We scope the features your business needs, rather than the vendor's entire feature list. We can also build a new tool around your workflow. A native mobile app is a separate requirement from a responsive web app and should be included in the scope if you need one.

We review export options, data quality, and the way your team works before planning a transition. Keeping the current system running alongside the replacement helps with testing and rollout. The migration plan is part of the scope. We moved 326 resident records off a legacy system this way without losing a page.

We check the APIs, permissions, and access available for each integration during scoping. QuickBooks, Google Calendar, Stripe, and email are the usual ones. Anything with an API is on the table.

You own the code. Handoff includes the repository, the database, the accounts, and the documentation, in your name. Third-party services have their own licenses, terms, and charges.

You can use your own developer or choose optional care from Groundworks. If we host it, backups, updates, security patches, and small fixes are part of the monthly fee. If you take the code, you get 30 days of fixes after handoff, then flat quotes for anything new.

Budget for hosting, third-party services, usage such as AI or telephony, and maintenance. Removing a vendor's per-seat license does not remove every operating cost. Our hosting and upkeep plan is a flat monthly fee, cancel any time.

No. Bring the workflow you want to improve and the problem you want to solve. We help clarify the requirements and agree on a written scope before building.

We talk through your current tools, what you pay, what you want to change, and whether a custom build could make sense. If the tool is cheap and works, we say so. Otherwise we ask for a read-only login and come back within two business days with the feature list and one fixed number.

The scope doc lists every feature and what working means for each. If that list is not running on your real data by the agreed date, you do not pay the second half. We still finish it.

Most replacements run 2 to 4 weeks. You see it running before the end of week one and use it with real data before we call it done. Integrations, migration, and unresolved requirements can extend that, and we say so during scoping.

The build has a fixed price for an agreed scope, from $5,000, priced against what you pay now. Half a few days before we begin, half when it runs on your data. If you want features outside that scope, we discuss the price and timing before adding them.