BatchBird
✦ Custom Workflow Systems · South Africa

Your business has a process.
We build the system around it.

BatchBird designs and builds fully custom workflow platforms for project-based and service businesses. Project tracking, client management, financials, document control, team tasks — all in one system, built specifically for how your business works.

"From Chaos to Calm. Because Every Business Deserves Clarity."

Get a Free Quote See a Live Build →
Project Tracking
Client Management
Financial Oversight
Document Control
Team Tasks
Automated Reports
✦ The Problem We Solve

Running a project-based business
is complicated enough.

Most businesses patch together WhatsApp, spreadsheets, emails, and memory. It works — until a project falls through the cracks, an invoice gets lost, or a deadline is missed.

❌ Without a System
✕Projects tracked in email threads
✕No visibility on which stage a project is in
✕Invoices in a notebook — or not at all
✕Documents scattered across drives and chats
✕Team members unsure of their tasks
✕Reports take hours to compile manually
✕Outstanding payments forgotten or chased late
✓ With a BatchBird System
✓Every project tracked through defined stages
✓One glance tells you exactly where things stand
✓Invoices built, sent and tracked in the platform
✓Documents filed, required items tracked per project
✓Tasks assigned to the right person, clearly
✓Professional reports printed in one click
✓Outstanding balance visible at all times
✦ What We Build

Every module your business
actually needs.

Each system is built around your workflow. These are the core modules we include — configured specifically for your business processes.

📋
Project Management
Full project lifecycle with custom workflow stages. Each stage auto-generates tasks, triggers email notifications, and requires sign-off before advancing.
Workflow Stages Stage Notifications Reference Codes
✅
Task & Team Management
Assign tasks to team members or external consultants per stage. Kanban board view, bulk updates, and status tracking: Pending → In Progress → Review → Complete.
Kanban Board Stage Templates Consultants
💰
Accounts & Invoicing
Full financial lifecycle per project. Built-in invoice builder with line items, bank details and auto-totals. Business overview with conversion rates and ledger reports.
Invoice Builder Ledger Reports Business Overview
📁
Document Library
Organised folders per project. Required/received tracking, upload progress per folder, and predefined document checklists so nothing gets missed.
Folder Organisation Upload Tracking Checklists
📄
Form & PDF Auto-Fill
Upload any application or submission form. The system reads the field labels, pulls matching data from your project and client records, and fills the form automatically.
Auto-Detection Visual Editor Download Ready
📊
Reports — Everything
Every module prints professionally. Client reports, admin reports, financial statements, document checklists, regional summaries — one click to a print-ready PDF.
12+ Report Types Print to PDF Client-Ready
👥
Client Management
Full client profiles with contact details, financial history, project list, account statements, and outstanding balance tracking — all in one place.
Client Profiles Account Statements Financial History
🔍
Inspections & Site Logs
Log site inspections with status, issues found, corrective actions, responsible person and photo uploads. Full site history against each project.
Photo Upload Issue Tracking Corrective Actions
✔
Approvals & Sign-Offs
Stage-based approval workflow with email notifications. Approvals tracked by person, date and status. Nothing advances without the right sign-off.
Email Notifications Approval History Role Control
✦ Live Build — Architecture Firm

See what a
full system looks like.

We built a complete practice management platform for a South African architecture firm. Below is a snapshot of what their daily dashboard looks like — real modules, real data, all custom-built.

workspace.example.com — Project Dashboard
Business Overview — 2026
Invoiced
R 3.1m
Received
R 2.7m
Outstanding
R 400k
Active Projects
PRJ-2026-001
Riverside Residence
Design Dev
PRJ-2026-002
Commercial Complex
Council Sub.
PRJ-2026-003
Office Renovation
Construction
PRJ-2025-047
Private Residence
Tender
PDF Form Auto-Fill — Council Application
Owner / Applicant
J. van der Merwe ✓ auto-filled
ID Number
8204125034081 ✓ auto-filled
Architect / PM
M. Pretorius ✓ auto-filled
Project Reference
PRJ-2026-002 ✓ auto-filled
Document Progress
Project Documents
11 / 14 uploaded
Pending
Application Forms
6 / 8 uploaded
On Track
Certificates
4 / 4 uploaded
Complete
What this system includes

150+ features.
Built in one platform.

🏗
Project Management
8 workflow stages · auto-task generation · stage notifications · council date tracking
💰
Full Financial Tracking
Quotes → invoices → payments · business overview · ledger · client statements
📄
PDF Form Auto-Fill
Reads council form field labels · pulls client data · fills automatically · download ready
📁
Document Library
6 folder types · 24 form templates · required/received tracking · document reports
✅
Team & Consultant Tasks
Kanban board · role-based access · stage task templates · bulk updates
📊
12+ Report Types
Client · admin · staff · consultant · regional · financial · document reports
✦ See It In Action

What the system actually
looks like.

Click any tab to see a live mockup of the accounts, invoicing and reporting screens.

workspace.example.com · Accounts · Business Overview · 2026
Business Overview
Business Overview
2026 financial year · All clients · All projects
2026 ▾
← Accounts
Total Quoted
R 4.2m
R 4,200,000.00
Total Invoiced
R 3.1m
R 3,100,000.00
Total Received
R 2.7m
R 2,700,000.00
Outstanding
R 400k
R 400,000.00
Conversion Rate
74%
quoted → invoiced
By Client
Client
Invoiced
Received
Outstanding
Riverside Holdings
R 1.4m
R 1.2m
R 200k
Apex Developments
R 980k
R 980k
R 0
Nova Corp
R 720k
R 520k
R 200k
By Project Status
Status
Projects
Invoiced
Received
● Active
8
R 2.1m
R 1.8m
● Completed
5
R 900k
R 900k
● On Hold
2
R 100k
R 0
Project Breakdown — 2026
Reference
Project
Client
Quoted
Invoiced
Received
Outstanding
Conv%
PRJ-2026-001
Riverside Residence
Riverside Holdings
R 850k
R 720k
R 620k
R 100k
85%
PRJ-2026-002
Commercial Complex
Apex Dev.
R 1.2m
R 980k
R 980k
—
82%
Totals
R 4.2m
R 3.1m
R 2.7m
R 400k
74%
📊 Business Overview — annual financial summary with per-project and per-client breakdowns, conversion rate tracking, and one-click report printing.
workspace.example.com · Accounts · Invoice Builder · PRJ-2026-001
Invoice Builder
Invoice Builder
PRJ-2026-001 · Riverside Residence · Riverside Holdings
← Back
↓ Print Invoice
Invoice No.
INV-2026-0042
Invoice Date
01 June 2026
Due Date
15 June 2026
Billed To
Riverside Holdings (Pty) Ltd
J. van der Merwe · j.vdm@riverside.co.za · 082 456 7890
14 Riverside Drive, Witbank, 1035
Line Items
Description
Qty
Unit Price
Amount
Design Development — Phase 4 Services
1
R 120,000
R 120,000
Council Submission Documentation
1
R 35,000
R 35,000
Site Inspection Visits × 4
4
R 3,500
R 14,000
+ Add line item…
SubtotalR 169,000.00
VAT (15%)R 25,350.00
Total DueR 194,350.00
Banking Details
Bank: First National Bank
Account No: 62xxxxxxxx
Branch Code: 250655
Reference: PRJ-2026-001
Payment History
Deposit — 12 Jan 2026
R 50,000.00
● Paid
Progress Invoice — 15 Mar 2026
R 70,000.00
● Paid
Invoice INV-2026-0042 — 01 Jun 2026
R 194,350.00
⏳ Awaiting Payment
Account Summary
Total QuotedR 850,000
Total InvoicedR 314,350
Total ReceivedR 120,000
OutstandingR 194,350
🧾 Invoice Builder — professional invoices with line items, VAT, banking details and payment history. Print or download in one click.
workspace.example.com · Accounts · Riverside Holdings · Account Statement
Client Account
Riverside Holdings
J. van der Merwe · j.vdm@riverside.co.za · 082 456 7890
↓ Print Account
Client Profile →
Edit
Total Quoted
R 850,000.00
Total Invoiced
R 314,350.00
Total Received
R 120,000.00
Outstanding
R 194,350.00
Projects
Reference
Project
Stage
Status
PRJ-2026-001
Riverside Residence
Design Development
Active
Open →
PRJ-2025-089
Warehouse Extension
Handover
Completed
Open →
Totals
Finance Entries — PRJ-2026-001 Riverside Residence
Date
Type
Description
Ref
Amount
Status
12 Jan 2026
Deposit
Initial deposit on commencement
DEP-001
R 50,000.00
Paid
15 Mar 2026
Invoice
Progress invoice — Concept & Schematic
INV-2026-0031
R 70,000.00
Paid
01 Jun 2026
Invoice
Design Development & Council Submission
INV-2026-0042
R 194,350.00
Sent
💰 Client Account Statement — full financial history per client across all projects: invoices, deposits, payments and outstanding balances all in one place.
workspace.example.com · Accounts · Ledger Report · Jan – Jun 2026
Ledger Report
Ledger Report
01 January 2026 – 30 June 2026 · All clients
All Clients ▾
Jan 2026 ▾
Jun 2026 ▾
Filter
↓ Print Report
Period Quoted
R 2,400,000
Period Invoiced
R 1,920,000
Period Received
R 1,540,000
Still Outstanding
R 380,000
Date
Type
Reference
Description
Client
Amount
Status
12 Jan
Deposit
DEP-2026-001
Commencement deposit — PRJ-2026-001
Riverside Holdings
R 50,000.00
Paid
28 Jan
Invoice
INV-2026-0018
Brief & Concept phase — PRJ-2026-003
Nova Corp
R 85,000.00
Paid
14 Feb
Invoice
INV-2026-0024
Design Development — PRJ-2026-002
Apex Dev.
R 320,000.00
Paid
15 Mar
Invoice
INV-2026-0031
Progress invoice — Schematic Design PRJ-2026-001
Riverside Holdings
R 70,000.00
Paid
02 Apr
Payment
PMT-2026-019
Payment received — INV-2026-0024
Apex Dev.
R 320,000.00
Cleared
01 Jun
Invoice
INV-2026-0042
Design Dev & Council Submission — PRJ-2026-001
Riverside Holdings
R 194,350.00
Sent
Period Totals
R 1,039,350.00
Ledger filtered by: All Clients · 01 Jan – 30 Jun 2026 · Showing 6 of 24 entries · ↓ Print Full Report
📋 Ledger Report — full date-ranged transaction ledger filterable by client and period. Print or export for your accountant in one click.
workspace.example.com · Projects · PRJ-2026-001 · Riverside Residence · Tasks
Workflow & Tasks
Riverside Residence
PRJ-2026-001 · Riverside Holdings · Project Manager: M. Pretorius
↓ Report
Advance Stage →
Edit Project
Project Workflow Stages
✓
1
Brief
Completed
12 Jan 2026
›
✓
2
Concept Design
Completed
28 Feb 2026
›
✓
3
Schematic Design
Completed
15 Apr 2026
›
●
4
Design Development
In Progress
Target: 30 Jul 2026
›
5
Technical Design
Not started
›
6
Tender
Not started
›
7
Construction
Not started
›
8
Handover
Not started
Stage 4 Tasks — Design Development
All Members ▾
All Status ▾
+ Add Task
Task
Assigned To
Due Date
Status
Priority
Prepare detailed design drawings — all elevations
Design Development · Stage 4
MP
M. Pretorius
15 Jun 2026
In Progress
High
Structural engineer coordination — foundation spec
Design Development · Stage 4
SB
S. Botha (Ext)
20 Jun 2026
Review
High
Update site plan with council requirements
Design Development · Stage 4
LV
L. van Wyk
25 Jun 2026
Pending
Normal
Electrical consultant brief — lighting plan
Design Development · Stage 4
RD
R. Dlamini (Ext)
02 Jul 2026
Pending
Normal
Client design review presentation
Design Development · Stage 4
MP
M. Pretorius
10 Jul 2026
Pending
High
Initial brief documentation and sign-off
Brief · Stage 1 · Completed
MP
M. Pretorius
15 Jan 2026
Complete
Normal
Stage 4 Progress
2 / 5 complete
Target: 30 Jul 2026
Kanban View — All Open Tasks This Project
Pending
Update site plan
Electrical brief
Client review prep
In Progress
Detailed drawings
Review
Structural coord.
Complete
Brief sign-off
Concept approval
Project Details
Status Active
Current Stage Design Dev.
Start Date 12 Jan 2026
Target Date 31 Dec 2026
Council Sub. 15 Aug 2026
Region Mpumalanga
Project Team
MP
M. Pretorius
Project Manager
LV
L. van Wyk
Architectural Technologist
SB
S. Botha
Structural Engineer (Consultant)
RD
R. Dlamini
Electrical Consultant (Consultant)
Upcoming Deadlines
Detailed drawings 15 Jun
Structural spec 20 Jun
Site plan update 25 Jun
Council submission 15 Aug
Stage Approvals
BriefApproved
Concept DesignApproved
Schematic DesignApproved
Design DevelopmentPending
🗂 Workflow & Tasks — project stage pipeline, task list with assigned team members and consultants, due dates, status tracking, Kanban board, and stage approvals — all in one view.
✦ Our Process

We build it with you.

You show us how your business works. We build the system around it and set it up together.

1
Discovery
We learn your workflow, pain points and goals
2
Mapping
We map your exact stages and processes
3
Custom Build
Your platform is built around your business
4
Onboarding
We set it up together and walk you through it
5
You Grow
Use it daily — we refine as you scale
✦ Industries We Build For

Any industry.
Any workflow.

If your business manages projects, clients, documents and a team — we can build your system.

🏗
Live Build
Architecture & Design Firms
✓ Live & Running
▸Project workflow from brief to handover
▸Council submission tracking & PDF auto-fill
▸Full financial tracking & invoice builder
▸Document library with upload checklists
▸Team, consultant & approval management
⚙️
Project-Based
Construction & Engineering
Available Now
▸Site inspection logs with photo uploads
▸Subcontractor task assignment & tracking
▸Stage-by-stage project progression
▸Quote, invoice and payment management
▸Compliance document checklists
🏢
Service-Based
Professional Services
Open for Enquiries
▸Client portfolio and project tracking
▸Proposal, invoice and payment pipeline
▸Team task management per project
▸Deliverable and deadline tracking
▸Client-facing and internal reports
✦ Pricing

Priced for your
specific needs.

Every system is different. Pricing is based on the complexity of your workflow, the number of modules required, and the size of your team. Get in touch for a custom quote.

🐦
Priced on Request

We quote based on what you actually need — no bloated packages, no paying for features you won't use. Tell us about your business and we'll give you a clear, honest quote.

  • ✓Free discovery consultation — no obligation
  • ✓Custom workflow mapping for your business
  • ✓Full system built around your processes
  • ✓Guided onboarding — we set it up with you
  • ✓Cloud-hosted, accessible from anywhere
  • ✓Ongoing support as your business grows
  • ✓Role-based access — team, clients, consultants
WhatsApp: 064 920 2450 Email: venterjoanke@gmail.com
✦ Tell Us About Your Business

Let's build something
that actually fits.

Fill in the form below and we'll get back to you within 24 hours with a clear picture of what we'd build for you — and what it would cost.

🐦 Business Intake Form

The more you share, the better we can tailor your system. All fields help us understand your workflow.

We'll respond within 24 hours via email or WhatsApp · No obligation · 100% confidential
✓ Thank you! We've received your enquiry and will be in touch within 24 hours.
💬 WhatsApp: 064 920 2450 ✉️ venterjoanke@gmail.com
🕐 Response within 24 hours
🇿🇦 South Africa
🐦

"From Chaos to Calm. Because Every Business Deserves Clarity."

BatchBird · Custom Workflow Systems · South Africa