Custom Database Development
Replace scattered spreadsheets with a searchable system for your stock, bookings or customer records—built around your workflow. Available for businesses in Kenya and internationally.
Fixed scope and quote before development · Remote collaboration · Agreed handover
Built around your workflow
- Your recordsStock, bookings, customers or other business data.
- Your teamAccess based on each person’s role.
- Your toolsWebsite and payment integrations where agreed.
Tell us what you track today—we’ll help define the right system.
Most businesses start out tracking things in spreadsheets or whatever free tool was easiest to grab. That works fine — until multiple people are editing the same file, data goes missing, or finding one record takes far longer than it should. A custom database replaces that with a structured, searchable system built specifically around your workflow, not a generic template stretched to fit.
For example, your sales team could record an order while your stock team sees the updated quantity and your manager reviews a report. We agree the records, rules and access each person needs before development.
Systems we can build
Choose the workflows your business needs. These are possible project types; your quote specifies the features and integrations included.
🗂️ Structured, searchable data
A single reliable source of truth, instead of scattered spreadsheets and copy-pasted numbers.
📦 Inventory & stock tracking
Track stock movements and quantities, with automatic order updates where the agreed integrations support them.
📅 Booking & appointment systems
Manage availability and appointments, with booking rules and conflict checks defined for your workflow.
👥 CRM & customer records
Organize customer details and activity, with access limited to the appropriate team roles.
🔗 Connects to your website
Connect to an existing website or payment service where agreed, subject to platform compatibility and access.
📊 Internal dashboards
Build searchable views and reports for your team, with the measures and export formats agreed in advance.
Who this is for
Growing product businesses
Outgrowing manual inventory tracking across spreadsheets and sticky notes.
Service & booking businesses
Need real-time availability instead of a shared calendar that keeps double-booking.
Teams sharing one messy spreadsheet
Multiple people editing the same file, overwriting or duplicating each other's work.
Businesses with an existing website
Want a database that connects to their current site or e-commerce setup, not a rebuild.
Do you need a new website to get this?
No. We can build a standalone internal tool, admin dashboard, CRM or booking system. We can also assess integration with your current WordPress or e-commerce site. Compatibility, access and any website changes are confirmed during scoping.
What you receive
A system built to an agreed specification
- Structured records, relationships and validation rules.
- A searchable interface for the agreed tasks.
- User roles and access permissions appropriate to the scope.
- Testing against agreed workflows and acceptance criteria.
A clear handover
- Documentation and a walkthrough for the agreed users.
- Hosting, access and administrator responsibilities documented.
- Migration, reports, integrations and exports where specified.
- Support terms and recurring costs confirmed before launch.
Data, access and reliability
These points are agreed in your scope before development. For a plain-English overview of what good database security involves, read how to keep your business database secure.
Controlled access
We agree who can view, change or export records, and how accounts are managed. Relevant data handling requirements are discussed during discovery.
Backups and recovery
The proposal defines backup frequency, retention, restore arrangements and who monitors them. Recovery checks are included where specified.
Ownership and portability
Your agreement records data ownership, source-code rights, third-party licences and the export and handover arrangements.
Ongoing care
Hosting, monitoring, updates and support are scoped separately. We confirm responsibilities and any support period before launch.
How it works
Understand your workflow
Review your current tools, records, users and the problems to solve.
Agree scope and prototype
Confirm features, data structure, sample screens, exclusions, price and delivery milestones.
Build and review
Develop the agreed workflows and review progress with you at planned checkpoints.
Test and prepare data
Test permissions and key tasks together. Clean and migrate agreed records, with validation and a cutover plan where needed.
Train and launch
Walk your team through the system, complete acceptance checks and hand over documentation and agreed access.
Pricing
Every project gets a fixed-price quote based on your actual workflow, so you know the cost before work starts. These are typical starting ranges for small businesses (USD amounts are approximate):
| Tier | Typical scope | Typical cost |
|---|---|---|
| Simple | One workflow, one team: an inventory tracker or booking list | KSh 150,000–350,000 (~$1,160–2,700) |
| Standard | Several linked workflows, user roles and dashboards | KSh 350,000–700,000 (~$2,700–5,400) |
| Complex | Detailed permissions, integrations, automation, or a multi-user CRM with reporting | KSh 700,000+ (~$5,400+), quoted individually |
Connecting payments such as M-Pesa, migrating data from spreadsheets, and extra reporting all add to the scope. Hosting and ongoing support are quoted separately, based on the system. Our website maintenance plans cover websites, not custom databases. For website prices, see what a website costs in Kenya, or message us for a quote specific to your business.
Frequently asked questions
What is a custom database, exactly?
A structured, searchable system built specifically for how your business tracks data — inventory, bookings, customers — instead of a generic spreadsheet or off-the-shelf tool stretched to fit.
How much does custom database development cost?
A simple single-workflow database typically starts from KSh 150,000 (~$1,160), a standard multi-workflow system from KSh 350,000 (~$2,700), and complex multi-user systems from KSh 700,000 (~$5,400), quoted individually. We quote each project in advance, after understanding your actual workflow.
Are custom databases covered by your website maintenance plans?
No. Our website maintenance plans cover websites. Hosting and ongoing support for a custom database are quoted separately, based on the system you have.
Do I need a new website to get a custom database?
No. A custom database can be built as standalone backend work — an internal tool, admin dashboard, or booking system — independent of whether your website changes at all.
Can you build a custom database for a business outside Kenya?
Yes — this work is fully remote-friendly and built for clients locally and internationally. Database structure and logic aren't location-dependent, so the process is the same wherever you're based.
Think your business might need this?
Tell us how you're currently tracking things and we'll tell you honestly if a custom database makes sense.
Or email hello@nordlytewebstudio.com