Client & Job Records
One record per customer, with the enquiry, the quote, the work and the paperwork all hanging off it. What this means for you: answering "where did we get to with them?" stops depending on who remembers.
Custom Software Packages
A single piece of software built around how one business actually runs — quotes, invoices, job records, paperwork and the numbers behind them, in one place instead of spread across separate subscriptions and spreadsheets.
This is the same kind of build we did for ourselves. Scorpion AI Tooling runs its own client records, quoting, invoicing, hours, mileage, expenses and cash flow out of one tool we wrote — so the approach on this page is described from experience of living with it, not from a brochure.
What's Included
Quoting & Invoicing
Quotes priced from your own rate card, converted into invoices with sequential numbering handled for you. What this means for you: numbers can't be reused or skipped by accident, which is the part accountants query.
Time, Mileage & Expenses
Hours logged against a job, journeys recorded at HMRC's approved mileage rates, receipts filed by category. What this means for you: the figures for a tax return are already assembled rather than reconstructed in January.
Documents Generated, Not Retyped
Contracts, briefs, method statements, reports — produced from the record that already holds the details. What this means for you: the same customer details can't drift between two documents.
How These Builds Are Put Together
Four decisions shape every one of these builds. They're the ones that matter most a year in, so they're worth stating plainly up front.
It Runs on Your Own Machine
The software installs as a normal desktop application and keeps its data in a file on your computer — not on a server we control. What this means for you: the tool keeps working if your internet does not, and copying that one file is a complete backup you can hold yourself.
No Per-Seat Subscription
You pay for the build, not for permission to keep opening it. What this means for you: your running costs don't rise because the software noticed you grew, and there's no renewal date that puts your own records behind a paywall.
Deleting Is Two-Stage
Removing something moves it to a recoverable bin rather than erasing it, and money records, filed documents and history are deliberately left alone. What this means for you: a mis-click on a Friday afternoon is an inconvenience rather than a lost year of records.
An AI Assistant Can Drive It
The build can expose a controlled interface — an MCP server, the standard way an AI assistant is given access to a tool — so you can ask for a figure or log an entry in plain English. Anything irreversible is deliberately withheld from that interface. What this means for you: the quick questions get answered conversationally, while the actions that can't be undone still need a human in the window.
Where It Tends to Fit
Several Tools That Don't Talk
A CRM, a spreadsheet, an invoicing app and a folder of documents each hold part of the same job. Bringing them into one record removes the re-typing between them, and the mismatches that come with it.
Trade & Site-Based Work
Jobs, site paperwork, risk assessments and method statements, materials and mileage tend to sit close together in practice. Software shaped around that sequence saves repeating the same details four times.
A Process Only You Run
Where an off-the-shelf product almost fits, the gap usually gets covered by a manual step somebody remembers to do. A bespoke build can hold that step directly.
What You Get at Handover
An Installable Application
A single file to install, with no setup steps for you to work through and no separate database to administer.
Your Data, in a File You Hold
The records you put into it are yours outright, stored in an open, standard format with an export to spreadsheet built in. What this means for you: your data is never held hostage — you can take a full copy of it at any time, without asking us.
Written Operating Notes
Where the data lives, how to back it up, and how to run day-to-day — written for whoever looks after the tool inside your business.
Licensing and Ownership
Custom software is licensed to your business rather than sold outright. That's the normal arrangement for software, and it's set out here in full so there's nothing to discover at handover.
Your Data Is Yours
Every record you enter — customers, jobs, invoices, documents — belongs to your business outright, in a file you hold, exportable at any time. What this means for you: nothing about the licence gives us a hold over your own business information.
You Get a Permanent Licence to Use It
On full payment you receive a perpetual, non-exclusive licence to run the software in your own business, for as long as you want, with no renewal and no per-seat fee. What this means for you: the tool doesn't stop working, and there's no date on which you lose access to it.
Scorpion Retains the Intellectual Property
The source code, the underlying frameworks and tooling, the build methodology, and all intellectual property rights in them — copyright, database and design rights, and any patent rights — remain the property of Scorpion AI Tooling Ltd. What this means for you: you're licensed to use the software, not to own, copy or transfer the thing itself.
What the Licence Does Not Permit
The licence covers use of the software inside your own business. It does not permit reselling, sublicensing, renting, redistributing or otherwise passing the software to a third party, nor copying, decompiling or reverse-engineering it to produce a competing or derivative product — whether for payment or not.
Scorpion AI Tooling Ltd enforces these rights. Any unauthorised sale, transfer or copying of the software is a breach of licence and an infringement of our intellectual property, and will be pursued through the courts of England and Wales.
If a genuine need arises to extend the licence — a group company, a merger, an acquisition, or handing the tool to a successor business — that's a conversation, not a refusal. Ask, and it can be agreed in writing.
Full licence terms are set out in your build contract and take precedence over this summary. A separate arrangement, including outright assignment of the software, can be negotiated and priced individually where a business genuinely needs it.
Scope, Stated Up Front
Two things are worth knowing before you ask for a quote, because they change what a build costs.
Built for One Business
These are single-business tools by design. That's what keeps them quick to build and free of accounts, permissions and monthly fees. What this means for you: if you need several people in the same records at the same time, say so at the quoting stage — it's a different architecture, and it's honest to price it as one rather than discover it later.
Scoped Before It's Priced
The build starts with a walkthrough of how the work currently flows, so the software follows your process rather than asking you to follow its own. What this means for you: the quote reflects a scope you've already recognised, and anything outside it is quoted separately with your approval before it goes ahead.
Custom software builds are scoped and quoted individually — there's no published rate, because the size of these varies too much for one to be meaningful. An optional support arrangement covering changes, fixes and new features can run alongside the build, priced with it.
Interested?
Tell us what you need and we'll come back with a straight answer and a quote. No sales team, no ticket queue.