Sales enters the CRM, then the same data into Excel
Conversation history and next steps live in two places. We put a CRM in place or tidy the one you have, so client status sits in one view.
Systems for B2B service firmsSince 2017
We build systems that connect your team's information and work.
Agreements live in inboxes, spreadsheets and people’s heads. We connect the tools you already use, or build the missing piece - so less retyping and less context lost when work changes hands.
Since 2017with service firms
Our own productsKhirby, Pokelo, Finsly
Our own teamno middlemen
After launchmaintenance and growth
What this looks like
Clients in the CRM, decisions in emails, the rest in people’s heads.
To check what a client was promised, someone searches their inbox, finds a document and asks whoever owns the account. When that person is away, work stalls. We build and connect systems so that information stays available to the whole team.
We work with agencies, consultancies, integrators and software houses - places where sales, client work and shared knowledge have to keep up with the volume of jobs.
- We start from
- How you work
- Your current tools
- One concrete problem
Not every firm needs a new system. Not every problem needs AI. Not every automation is a big project. We start with the simplest fix that actually takes load off the team.
How we help
When everyday work needs too many workarounds
We start with one situation from your team's day. Then we agree what to change and how to check the result.
One person knows the answer - and they are on leave
The same questions keep coming back, and decisions leave with people. We connect company knowledge so the team can find the source without calling a colleague.
A client change gets typed into three systems
The same field in the CRM, a spreadsheet and the invoicing tool. We connect the apps you use so agreed data reaches the people who need it.
Half the day goes to retyping and handovers
Copying from email into a system, sorting requests, chasing follow-ups by hand. We automate recurring steps using your rules.
Off-the-shelf software forces extra spreadsheets
Your process does not fit the template, so workarounds pile up. We extend what you have, or build the missing piece around how you actually work.
The system runs, but nobody maintains it
The business depends on an app that no one is developing. We take on technical care and help choose where it runs - including on your own servers.
The cost of information chaos
When finding a contract or a decision takes half an hour
Teams lose time searching inboxes, asking colleagues and checking several systems. AI helps with content work - when it produces a useful result. Often automation or an integration is enough. We check that before choosing a solution.
Contracts and decisions without digging through foldersKnowledge
An assistant searches company materials and points to the source. Less asking who remembers the decision.
Requests reach the right personClient service
Recognising the subject of a message helps sort enquiries instead of reading each one from scratch.
Document fields ready to checkDocuments
Reading data from contracts, invoices and scans cuts manual entry into the system.
Knowledge does not leave with an employeeTeam
Earlier answers and documents stay in one place the whole team can use.
What we check before launch
How our products use AIPokelo · Finsly · KhirbyAI only where it actually shortens the work - and always with a result a person can check.
Products and client work
We build and maintain our own products
Khirby, Pokelo and Finsly show that we can take something from idea to daily upkeep. We bring that experience to the systems we build for clients.
Our product · sales and customer service
Khirby CRM
Proof we can build and run a CRM from the inside: contacts, correspondence and next steps in one place, including on the client’s own server.
- ProblemConversation history stays in individual inboxes, and status has to be pieced together from emails and spreadsheets.
- OutcomeThe team sees what was agreed and what comes next - even when someone else takes over the account.
Our product · shared company knowledge
Pokelo
Proof of experience with information search and AI on real company data - without forcing a full stack migration.
- ProblemAnswers sit in files, notes and people’s heads. New hires have to find whoever remembers a decision.
- OutcomeAsk company knowledge and get an answer with a source. AI helps find content; it does not replace checking.
Client project · orders and transport
Buli CRM
Shows that after a failed CRM we can rebuild around real order and transport work - not a feature checklist.
- ProblemThe previous CRM made daily work harder and could not grow with the business.
- OutcomeContainer orders and transport planning live in one place, with a shared map for the team.
Order handlingTransportInternal client system
Our product · keeping finances in order
Finsly
Shows experience with financial data and operational processes: from organising spending to reading documents where that cuts manual entry.
- ProblemSpending data is scattered, and a balance alone does not show how a budget is holding up.
- OutcomeSpending by category against the plan; reading documents reduces manual transaction entry.
KebobOutside our main focus - shows we can also deliver a community app when that is what is needed.kebob.pl →
Working together
How we work together
We start where the firm really loses time. Scope and cost are agreed before we build.
- To start
- Describe the situation and show your tools. You do not need a technical specification.
- During the work
- We deploy on a real process and check the result with the people who use it.
Find where the firm loses time
We take a concrete example: who does what, where work stalls, and how long it takes.
Check what already works
We do not change tools or processes without a reason. What already does the job stays.
Connect existing tools or build the missing piece
Integration, automation or a custom piece - the choice follows the problem, not a service catalogue.
Deploy on a real process
We put the change into live team work, not a slide deck.
Check the effect and improve
We look at whether less time goes into workarounds. Then we plan the next steps.
Before we talk
Common questions
Short answers on tools, AI, scope and what happens after launch.
Do we have to replace the tools we already use?
Not at the start. First we check whether we can connect or extend them. We only suggest a replacement when the current system blocks further work.
Does the solution have to use AI?
No. A CRM, an integration or simple automation solves many problems. We consider AI for content work - and only when the result is useful.
Can you integrate the systems we already have?
Yes. We connect the apps you use or build the missing piece between them. The goal is less retyping of the same data.
Can the system run on our infrastructure?
Yes. We also deploy on client servers. We agree where data lives, who can access it and who owns maintenance.
How does collaboration start?
You describe the situation and show your tools. After a call we agree the first scope and cost. A technical specification is not required.
Can we start with one automation instead of a large system?
Yes. We often start with one process - handing over enquiries or syncing data. A larger system comes when the simple fix is no longer enough.
Who looks after the system after launch?
We can maintain, fix and develop it. We agree the support scope up front. We also take over existing systems after a review.
Contact
Where does your team lose the most time?
Tell us what gets in the way, which tools you use and who works with them. A description of the situation is enough - we reply within one working day.
- office@bearly.pro
- Phone
- +48 515 625 008
- Hours
- Mon-Fri 9:00-16:00
- Location
- Poland · remotely or at your office
- Reply
- within 1 business day
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