Custom CRM and Web App Development for Teams That Have Outgrown Spreadsheets
If your team runs on spreadsheets, copy-paste between tools, and a CRM it fights every day, a custom web application can fix that. Xsquare Technology has built web software since 2013. We design and build CRMs, client portals, dashboards and internal tools around the way your business actually works, then connect them to the systems you already use.
We’re based in Gujarat, India, and we work with businesses in the USA, Canada and other countries. This page explains what we build, how a project runs with an offshore team, and what to ask before you hire anyone, including us.
Talk to us about your project →
When a custom CRM makes sense (and when it doesn’t)
Salesforce, HubSpot and Zoho are good products. If your sales process is a standard pipeline and your team is small, one of them is probably the right call, and we’ll tell you so.
A custom build starts to make sense when:
- Your core records aren’t “deals.” You track jobs, loans, properties, appointments, shipments or members, and you keep bending a sales CRM to fit.
- Per-seat pricing keeps climbing. You pay for many occasional users, or for add-ons you only half use.
- Your data lives in five tools that don’t talk. Staff export CSVs between systems that should share data automatically.
- The workflow is your edge. How you quote, approve, schedule or follow up is part of what makes you different, and an off-the-shelf tool caps it.
There’s also a middle path. Many teams keep HubSpot or Salesforce for contacts and email, and add a custom layer for the part that doesn’t fit: a quoting tool, an approval flow, a customer portal or a reporting dashboard. It’s smaller, cheaper and less risky than replacing everything.
What we build
Custom CRMs
Contact and account records shaped to your business, pipelines with your own stages, tasks and reminders, role-based access, activity history, and reports your managers will actually open. We can add calling and texting through Twilio so every call and message is logged against the contact.
Client and partner portals
Secure logins where your customers, vendors or field staff can submit requests, upload documents, check status and pay, without emailing your office.
Internal tools and dashboards
Admin panels, scheduling tools, inventory or order tracking, and dashboards that pull numbers from several systems into one screen.
Integrations and automation
We connect your app to the services you already pay for: payment gateways, email providers, calendars, accounting tools, and phone and SMS through Twilio.
Modernizing an older system
If you have a PHP application or an older database that still runs the business but is hard to change, we can stabilize it, document it and rebuild it in stages, without a risky “big bang” switch-over.
If you need a marketing website rather than a custom app, see our website development services.
Work you can look at
We’d rather show than claim. A few relevant projects from our portfolio:
- OpenVBX, our own product. OpenVBX is a cloud phone, SMS and IVR platform with a built-in CRM: a sales pipeline, contacts with CSV import, groups and tags, and booking calendars that sync with Google Calendar. We built it from scratch with Node.js and React Flow, and we run it as a live SaaS product. See OpenVBX →
- DialEdge AI. An AI-integrated calling dashboard on the MERN stack (MongoDB, Express, React, Node.js) that handles contact management and call tracking for sales and support teams.
- ASM. A Laravel web application with email (SMTP) integration that manages user interactions, inquiries and system notifications.
- Mingle and Muse. A Laravel community platform with user registration, communication features and email notifications.
- OneWealth. A responsive Laravel web build for a financial services business.
We’ve also built websites for US businesses such as Union Capital Roofing, Manufactured Home Capital and Renovation ROI.
Technology we use
We pick the stack for the job and for whoever will maintain it after us, not because it’s fashionable.
- Back end: PHP, Laravel, Node.js, CodeIgniter
- Front end: React, Vue.js, Angular
- Databases: MySQL, MS SQL, MongoDB and SQLite
- Communications: Twilio voice and SMS
- Testing: manual and automated testing by our QA team
How a project runs with an offshore team
Hiring a team on the other side of the world works when the process is clear. Here’s how we run it:
- Discovery. We map how work moves through your team today, list every system the app needs to touch, and agree on what version one must do. You get a written scope and estimate.
- Design. Wireframes and clickable screens for the main workflows, reviewed with the people who’ll use them.
- Build in short cycles. We work in short iterations and show you working software regularly, not status slides.
- Data migration. We clean and import your existing records (spreadsheets included) into a test copy first, so you can check the numbers before go-live.
- Testing and launch. QA tests each release, your team signs off, and we launch, usually with a small pilot group first.
- Support. After launch, we can stay on for updates, fixes and ongoing changes. We’ll agree the support arrangement with you as part of the project.
Communication and time zones
We’re based in India (IST, UTC+5:30, which doesn’t change for daylight saving), and we work with clients in the USA and Canada. We schedule calls that fit your working day. Between calls we send written updates so you always know what was done and what’s next.
Confidentiality
We sign an NDA with clients as standard, before discussing project details. Code, repository and account ownership are agreed in the contract before work starts.
Pricing and timelines
Every custom app is different, so we quote after discovery, not before. Tell us about the project and we’ll come back with a written estimate and a suggested first version.
Why teams work with Xsquare
- In business since 2013. We’ve been building web software for clients for over a decade.
- ISO 27001:2022 and ISO 9001:2015. Our sister company, Xsquare Techies LLP, is certified to ISO/IEC 27001:2022 (information security) and ISO 9001:2015 (quality management). See certifications →
- We build our own products. OpenVBX is live SaaS that we design, build, host and support ourselves, so we know what it takes to keep software running after launch.
- Web, mobile and communications under one roof. The same team can build your web app, a mobile app for it, and the calling and texting behind it.
Ready to talk about your project?
Tell us what your team does today, where it breaks, and what you’d like it to do instead. We’ll reply with questions, a suggested first version, and the next step. If off-the-shelf software is the better fit, we’ll say so.
Book a free consultation → · Email info@xsquaretec.com
Frequently asked questions
How much does custom CRM development cost?
It depends on how many workflows, user roles and integrations version one needs, and how much data has to be migrated. We give a written estimate after a short discovery. Many teams start with a focused first version and add features once it’s in daily use.
Should we build a custom CRM or use Salesforce or HubSpot?
If your process is a standard sales pipeline and your team is small, an off-the-shelf CRM is usually faster and cheaper to start. Custom makes sense when your core records aren’t deals, per-seat costs keep rising, or you need integrations the platform can’t handle. A hybrid, where you keep your CRM and add a custom tool for the part that doesn’t fit, is often a practical first step.
How long does it take to build a custom web app?
A focused first version is faster than a full system, and integrations and data migration usually take more time than the screens. We give a timeline with the estimate after discovery.
Can you migrate our data from spreadsheets or our current CRM?
Yes. We import your existing records into a test copy first, check the counts and the edge cases with you, and only then move them to the live system.
Who owns the source code?
We’ll agree code, repository and account ownership in the contract before work starts. We sign an NDA with clients as standard.
How do you handle the time difference with the US and Canada?
We’re based in India (IST, UTC+5:30, which doesn’t change for daylight saving), and we work with clients in the USA and Canada. We schedule calls that fit your working day. Between calls we send written updates, so you always know what was done and what’s next.
Is our data secure with an offshore team?
Our sister company, Xsquare Techies LLP, is certified to ISO/IEC 27001:2022 for information security management. We sign an NDA with clients as standard. If your project has specific regulatory requirements, tell us at the start so we can discuss them before any work begins.
