The spreadsheet that runs the department.
We turn it into an application: same rules, single data, permissions, history. And the spreadsheet goes back to what it should have stayed — a tool for analysis.
Custom operations software
Software takes the shapeof your processes.Not the reverse.
We map and redesign the way your organisation works, then build the operations application that carries it — wired into your systems, designed for your teams, with AI added when a processing ceiling calls for it.
- 01
Your processes, as they are actually practised.
A shared spreadsheet that has become critical. The same information keyed in three times. Approvals by email. A memory that fits in the heads of two people. It works — until the volume rises.
- 02
The custom application that carries them.
Each piece of information entered once. Rules written down and versioned. Approvals logged. Your existing systems wired in, no re-keying. It stands on its own — without AI.
- 03
AI, once the ceiling is reached.
When the volume exceeds what people can handle by hand, an AI layer is added to the application: reading documents, preparing case files, routing. Controlled, traceable, reviewed. When it is warranted — and only then.
Handling a request — side by side
The same process, with and without.
Drag the handle. On the left, the process as it survives in most organisations. On the right, what we make of it.
Request arrives by emailManual
Re-keyed into the spreadsheetManual
Documents checked by handManual
Chased by phoneManual
Verbal approvalNo record
Accounting entryManual
Export for the reportMonthly
missing document → start againWithout custom software · 7 manual stepsOnline formAutomated
Automatic checksAutomated
One-click approvalHuman · logged
Accounting entry generatedAutomated
DashboardReal time
With Peregrine · 1 human step⟷
Situations
Does any of this sound familiar?
Six situations we find in almost every organisation that calls us. And what we do about them.
The 2009 software nobody maintains any more.
We take over its data and replace it increment by increment, without downtime. Teams move screen by screen, not all at once on a Monday morning.
Two systems that do not talk to each other.
We build the integration: no more Friday export, no more Monday re-keying. A good off-the-shelf tool deserves to be properly wired in.
Volume rising, the team no longer keeping up.
We automate what can be automated. When the human ceiling is reached anyway, AI takes the reading and the sorting — and your case handlers keep the decision.
The auditor asking for a trail you do not have.
Every action logged, every decision justified, every rule dated. The records an audit asks for come out in one click, not in three weeks.
Management wants “some AI”, without knowing where to put it.
We find the real processing ceiling, we stabilise the process, then we put AI where it gives hours back — not where it looks good.
Where we work
The processes we have already carried.
Seven families of process, across different sectors. Pick one: the ground, what we build, what it changes for the teams.
01
Processing applications and grants
6 to 12 months, by incrementsThe ground
Thousands of applications a year handled by hand, each with its documents, its scales and a decision to justify against a regulation that changes every year.
What we build
Online submission, automatic eligibility checks, calculation against the scale in force, multi-hand approval, justified decisions generated, payment instruction passed to accounting.
What changes
Case handlers decide instead of re-keying. Next year's regulation is configured in a few days, not through a rebuild.
The organisations are not named: this work belongs to those who commissioned it. References are given on a call, with their agreement.
Method
What happens after your message.
In order, with the timing. You can stop at any step; so can we.
A written, signed reply
Not an automatic acknowledgement. Three questions about your situation, and a proposed time slot.
Thirty minutes
You describe, we question. If an off-the-shelf product is enough, we say so here, we give you its name — and we offer to wire it into the rest if that helps.
On-site analysis
The process as it is actually practised, next to the people who do it. Friction, manual tasks, duplication, error risk — mapped and costed in hours.
Written scoping
Target process, scope, increments, timeline, firm budget per increment, named team. You decide with the document in hand, not on an impression.
In production, well before the end
The first increment is used by your teams while the next one is built. Training, data migration, then handover: code, data, documentation.
The difference
The five clauses that decide everything.
They appear in the scoping document, before the first line of code. That is where the difference lies between software you own and software that owns you.
| Clause | With Peregrine | What you see elsewhere |
|---|---|---|
| Who you deal with | The person who ran the analysis writes the code and stays until handover. | A salesperson sells, a project manager relays, a team you will never meet does the work. |
| The source code | In your repository from the first increment delivered. Ownership, not a licence. | Owned by the supplier, granted for as long as the maintenance contract runs. |
| The business rules | Configurable and dated. Next year's scale is changed without us. | Hard-coded. Every change of regulation becomes another quote. |
| AI | Added once a processing ceiling has been measured, and only there. | Put forward in the sales proposal, before anyone has seen the process. |
| The end of the engagement | Documentation, reproducible environments, training. Any competent developer can take over. | A dependency you discover the day you want to change supplier. |
What we get asked
Before the first call.
The short answers. The long ones take thirty minutes.
What does it cost?
There is no catalogue price because there is no catalogue product. What we do commit to: a firm budget per increment, in writing, before the first line of code.
And if the investment does not pay for itself, we say so on the first call, with the figures.
How long does it take?
A few weeks for a targeted integration, three months for one department's process, more than a year for the application that carries the whole business.
In every case, the first increment is in production well before the end.
We already have off-the-shelf software. Do you work with it?
Yes. A good off-the-shelf tool stays in place; we build what is missing around it and the integration between the two. We only replace what is holding you back.
We depend on grants and funding bodies. Do you know these constraints?
Yes, and it is a large part of our work. Spend tracked per budget line and per funder, eligibility evidence, documents attached to the case file, interim reports produced from operational data rather than reconstructed by hand.
The constraint we hear most often is not volume: it is having to account for decisions years later, under rules that have changed since. That is exactly what versioned rules and a complete audit trail are for.
Why not go straight to AI?
Because a model reading documents inside a process where nobody knows who approves what produces errors faster, not fewer.
The application first: single entry, written rules, logged approvals. Then AI has something to stand on — and someone to check it.
Who writes the code?
A team named in the scoping document, reinforced on some projects by developers we choose and supervise. No offshore floor, no anonymous subcontracting.
And if Peregrine disappears?
You have the code, the data, the documentation, and an environment any competent developer can pick up.
That has been the goal since day one, not an exit clause.
Answer within two business days
Write to us. You will get a written answer, not a form.
Five lines are enough for us to know whether we can be useful — and to tell you straight if we cannot.
In writing — the most usefulhadi@peregrinesystem.ioDescribe the situation; we come back with precise questions and a time slot.By phone+32 497 55 55 51Monday to Friday. If nobody picks up, leave a message — we call back.
On siteAt your officesWe come to you for the analysis. That is where everything is decided.
Put these four things in your message
01
The process, in one sentence: what goes in, what comes out, who is involved.
02
The volume: how many operations a month, and the trend.
03
Today's tools: spreadsheet, old software, email, paper — no need to be embarrassed.
04
Who decides: the person who will settle the trade-offs.
Different need
Looking to structure your sales and acquisition instead? That is our other division.
Peregrine Growth ↗