One source of truth
Customer, member, student or stock records in one searchable place, with a history of who changed what and when.
BUSINESS SYSTEMS & AUTOMATION
Business systems built around
how your team actually works.
Replace scattered Excel sheets, paper forms and WhatsApp follow-ups with one simple system your staff will actually use. Custom software for Ghanaian businesses, schools, churches and associations.
IN SHORT
Aoenix builds custom business systems for organisations in Ghana: member, student and staff records, inventory and sales, approvals and requests, invoicing, and automated reminders by SMS, email or WhatsApp. A focused system starts from about GHS 12,000 and takes six to twelve weeks. Systems are web-based, work on phones, and are designed for unreliable internet. Training, documentation and 30 days of support are included.
WHO IT’S FOR
Who this is for
- Businesses tracking sales, stock or customers in several spreadsheets that never agree
- Schools managing admissions, fees, attendance and results on paper
- Churches and associations with member records, dues and welfare funds to track
- Clinics, pharmacies and distributors with inventory and expiry dates to control
- Any team where requests and approvals get lost in WhatsApp groups
MADE FOR GHANA
Designed for Ghanaian working conditions
- Power and network cuts: forms save as you type, and nothing is lost when the light goes off.
- Shared devices: quick PIN login for staff who share one tablet at the counter.
- SMS still matters: reminders go by SMS for members and parents who are not on smartphones.
- Cedis, MoMo and VAT: receipts, invoices and reports are formatted for how Ghanaian businesses and auditors expect them.
- Local support: one person who knows your system and answers on WhatsApp, in Ghana time.
WHAT YOU GET
What a custom system can do for you
Role-based access
Cashiers see sales, managers see reports, the board sees summaries. Each person logs in and sees only what they need.
Automated reminders
Fee reminders, dues notices, stock alerts and approval nudges sent by SMS, email or WhatsApp without anyone remembering to do it.
Digital forms and approvals
Leave requests, purchase requests, expense claims and complaints move from paper to a tracked workflow with status and sign-off.
Reports in one click
Daily sales, outstanding fees, stock levels, member growth. Exported to Excel or PDF for the board or the bank.
Works offline-ish
Forms that save locally and sync when the network returns, for field staff and branches with poor connectivity.
Mobile Money and invoicing
Generate invoices and receipts, and record MoMo or bank payments against them. Paystack integration where you want customers to pay online.
Yours to keep
Source code, database and hosting in your name. Clear documentation so another developer could maintain it if you ever wanted.
PRICING
How much does it cost?
Indicative prices in Ghana cedis. Custom software varies more than any other service, so these ranges show typical projects. We scope every system with you first and give a fixed quote for a defined first version.
| Service | Typical price | Timeline | What’s included |
|---|---|---|---|
| Process automation (forms + approvals) | GHS 5,000 – 12,000 | 3 – 5 weeks | Digital forms, approval flow, notifications, simple dashboard |
| Records system (members, students, customers) | GHS 12,000 – 25,000 | 6 – 8 weeks | Registration, search, roles, reminders, reports, training |
| Inventory and sales system | GHS 15,000 – 35,000 | 6 – 10 weeks | Stock, suppliers, sales, receipts, low-stock alerts, branch reports |
| School management system | GHS 18,000 – 45,000 | 8 – 12 weeks | Admissions, fees, attendance, results, parent SMS, staff portal |
| Database clean-up and Excel migration | GHS 2,500 – 8,000 | 1 – 3 weeks | Structure, de-duplicate, import, access controls, backups |
| Support and hosting | GHS 400 – 1,500 / month | Ongoing | Hosting, backups, security updates, small improvements |
Prices are indicative starting ranges as of 15 October 2026, exclusive of third-party costs such as domains, hosting, SMS credits and software licences. You receive a fixed written quote before any work starts.
HOW IT WORKS
From first conversation to handover
- 01
Discovery
We sit with the people who do the work, not just management, and map how things really happen today.
- 02
Scope and quote
A short written document listing what version one will do, what it will not, the price and the timeline.
- 03
Build in stages
You see working screens every one or two weeks and test them with real data. Changes are cheap early.
- 04
Data migration
We import your existing spreadsheets and records, cleaned and de-duplicated.
- 05
Train and launch
Hands-on training for every role, a written guide, and 30 days of support while the team settles in.
TOOLS & PLATFORMS
Tools we work with
- Custom web applications
- PostgreSQL and MySQL
- Google Workspace
- Microsoft 365
- Airtable
- Zoho
- Paystack
- Hubtel SMS
- WhatsApp Business API
- Power Automate
Where a ready-made tool like Airtable, Zoho or Google Workspace does the job, we set that up instead of writing code. Custom development is for when your process does not fit a template.
FAQ
Frequently asked questions
How much does custom software cost in Ghana?
A small automation (digital forms with approvals) costs about GHS 5,000 to 12,000. A records system for members, students or customers costs about GHS 12,000 to 25,000. Inventory, sales or school management systems cost about GHS 15,000 to 45,000. Large multi-branch platforms cost more. Monthly hosting and support is typically GHS 400 to 1,500. We give a fixed quote for a clearly scoped first version.
Should I build custom software or use Excel, Google Sheets or an off-the-shelf app?
Start with the simplest thing that works. Spreadsheets are fine until several people need to edit at once, you need access control, or errors start costing money. Off-the-shelf tools like Zoho or Airtable suit standard processes. Custom software is worth it when your process is unusual, when you need it to work with Mobile Money or SMS in Ghana, or when subscription fees in dollars become expensive. We will tell you honestly which fits.
How long does it take to build a business system?
A focused automation takes three to five weeks. A records or inventory system takes six to ten weeks. A school management system takes eight to twelve weeks. We release working pieces every one or two weeks, so you are using parts of the system long before the end.
Will it work when the internet is slow or off?
We design for it. Forms keep your data if the connection drops and send it when the network returns. For field or branch work we can build offline modes that sync later. Nothing requires a fast connection to open.
Who owns the system and the data?
You do. The source code, database and hosting accounts are in your name. We document the system so another developer could maintain it. We never hold your data hostage.
Can it send SMS or WhatsApp messages?
Yes. SMS reminders go through Ghanaian providers such as Hubtel or Arkesel. WhatsApp notifications use the official WhatsApp Business API. Both cost a small amount per message, which we explain upfront.
Can you move our data from Excel into the new system?
Yes. Data migration is part of most projects. We clean, de-duplicate and import your existing spreadsheets, and check totals with you before launch.
What happens after launch?
Thirty days of free support, then an optional monthly plan that covers hosting, backups, security updates and small improvements. Most clients keep adding features in small, affordable steps over time.
LET’S MAKE IT HAPPEN
Tired of chasing information across spreadsheets?
Describe the process that frustrates you most. We will tell you whether a system would help and what it would cost.