Your spreadsheet became the system.
I replace it with one system your team works in every day, so the invoices go out, the numbers are right, and the business grows without more admin. Built on the Microsoft 365 you already pay for.
If you would be better off leaving it alone, I will tell you that.
Malacki Rhooms, founder. Power Platform developer and part-qualified management accountant.
Software can look right and still produce the wrong numbers. I have run the operations and the month end of a business, so I build for the numbers first.
Microsoft certified, PL-900 and PL-200 · CIMA part-qualified · AAT
A London tuition group ran on spreadsheets and inboxes. I built the systems it runs on now.
Anonymised at the group’s request. Numbers from its own records and accounts. Read the full case study →
The problem
Recruitment, scheduling, parent billing and tutor pay each lived in a different file. Five people kept two weekend schools running by hand.
What I built, 2023 to 2025
A recruitment application, then a Power Apps CRM on Dataverse with a Power Pages billing portal for parents, and the flows that run pay reporting on their own.
What changed
One administrator now runs both schools. The tutor base more than tripled on the same team. Four roles’ cost and the platform subscriptions came off the cost base.
300 to 1,000
Tutors onboarded, checked and ready to work.
From the tutor records in the system, not registrations. Acquisition up 130% in six months.
1 instead of 5
People running two schools.
Five roles’ work now done by the system and one administrator. From the payroll before and after.
£150,000
Off the annual cost base.
Annualised: roles not refilled plus subscriptions replaced. From the group’s accounts.
From one spreadsheet to a system in four parts.
Halden Electrical is a demonstration business: fourteen engineers, six hundred jobs, one workbook. Rebuilt, the same data showed £132,742 unbilled and 28 certificates outstanding. Sample data throughout.
1 · The spreadsheet
Six tabs, two versions of the same prices, nobody sure which is right.
2 · One place to work
Clients, sites, jobs and engineers in Power Apps. Desktop for the office, a phone app for the van.
3 · The chasing happens on its own
Flows chase certificates, flag unbilled work and notify engineers. Each one tells you when it fails.
4 · Margin you can see
Power BI by client, job type and engineer, on the same records, so it is right on a Monday morning.
You get the application, the flows, the reporting, the documentation and the training, in your own Microsoft 365. Where per-user licences do not make sense, the same job is done as an Excel system.
The three problems I solve most often.
Operational systems for growing businesses whose spreadsheets have started to limit delivery, visibility or control. The industry varies; the problem does not.
Jobs, costing and invoicing
Every job with its hours, materials and margin, and the invoice raised from the work done.
Recruitment and onboarding
Applications, screening, documents and the first day, handled in one place.
Client billing and portals
Clients see and pay what they owe in a portal that sits on your records.
Also: pay runs, rotas, approvals and reminders, management reporting. See everything I build →
Fixed scope, fixed price, both agreed before anything starts.
1 · Call
30 minutes, free
What the spreadsheet does, what breaks when it fails, and whether the next step is worth your money. If the scope is already clear, we go straight to a quote.
Usually within the week
2 · Review
£450, one week
I look at the actual files. You get a map of what the spreadsheet runs, what to keep and what to rebuild, a licensing check against the Microsoft 365 you have, and a fixed-price proposal. The £450 comes off the build if it starts within 60 days.
Credited against the build
3 · Build
Excel from £900 · applications from £3,000
Built in your own Microsoft 365, with security roles for your team, tested on your data, documented, handed over with training. Most applications land between £5,000 and £12,000. Anything added after the scope is agreed is quoted separately. It is your system; you are not locked in.
Two to ten weeks
4 · Support
£250 a month, optional
Up to three hours a month of fixes, small changes and new reports, with a reply within two working days. Time is logged and shown to you. Cancel any month.
Rolling