AI-first software consultancy for small business
Your business outgrew its spreadsheets.
We build the custom software, portals and automation your business actually needs, then hand you the keys.
Or sign in to a live demo portalTuesday, 9:04pm· step 1 of 5
An enquiry arrives while you are at dinner
However it reaches you, it lands as one record with a name, a source and a time. Not an email somebody has to notice.
- Tuesday, 9:04pm. An enquiry arrives while you are at dinner. However it reaches you, it lands as one record with a name, a source and a time. Not an email somebody has to notice.
- 9:04pm, seconds later. Nobody is at a desk, and it still gets answered. They get an acknowledgement. You get an alert with everything they wrote. Neither waits for someone to remember.
- Wednesday, 9:12am. The quote is built from the work, not from last time's file. You pick the modules. The server prices and totals them, numbers the quote so two can never clash, and sends a branded PDF.
- Friday, 2:30pm. They accept and pay without a phone call. The client reads it in their own login and accepts. The invoice is raised from what they accepted, and the payment lands against the record.
- Every day after that. They can see where things are, so they stop asking. Progress, documents and what is due all sit behind their login, and the chasing runs on its own.
Nobody decided to run a business this way. It accumulated.
The spreadsheet is load-bearing
It solved a problem once and became the place information lives. Now four people depend on it and one of them built it.
Nothing talks to anything
The same customer detail gets typed into the website, the accounting package and two other places, each slightly wrong in a different way.
Chasing is somebody's whole afternoon
Payments, documents, follow-ups. None of it is difficult and all of it depends on a person remembering at the right moment.
The software you can buy does not fit
One product does half of it, all of them are priced per user, and every one of them wants you to work its way instead of yours.
Built for your sector
A gym does not need what a law firm needs.
The generic answer is why the software you tried did not fit. Find your industry and read the specific version.
Not listed? Tell us what you do. The underlying work is the same for any business running on disconnected tools.
Six things we do. Most projects use two or three.
We start where the time is actually going, which is rarely where people expect.
You can go and look at the work.
We are new, so there is no logo wall here. There are two things you can open instead, and both of them are the actual software.
A working portal you can sign into
Iron Works Fitness is a gym we invented so that the software around it could be real. The member app and the owner's side both run in your browser, with no sign-up and nothing to install.
Open the live demoTwo accounts
Sign in as Vany, who trains there, or as the owner, who runs the place. One click each, or type the details yourself.
Eight screens
Classes and waitlists, dues and receipts, the door feed, the member register, and the automation rules with their approval queue.
One shared record
Book a class in one tab and it shows up on the owner's screen in the other, without a refresh. That is the whole argument for a portal.
Invented on purpose
The gym, the members and every figure in it are made up. No client's data is used to demonstrate anything.
The systems we run the business on
Vanvora quotes, invoices, handles enquiries and shows clients their progress using software we built for ourselves, on the stack we would build yours on. Each write-up covers what it replaces, how it works, the safeguards and what building it taught us.
Read the case studiesNumbered, versioned quotes with totals the server checks, branded PDFs, and a client login to accept or reject. What it replaces and how it works.
Invoices raised from an accepted quote, UPI and bank transfer, an "I've paid" button our team confirms, and one automatic reminder per due instalment.
Every form and free tool on our site feeds one pipeline, with spam filtering, a staff alert, clear stages from new to won, and one click to a quote.
Clients see progress, recent activity and milestones in their portal, from our own tracker or a read-only Jira summary, with internal notes kept private.
Why businesses work with us, from the founder.
Ayush Jain on what you can hold Vanvora to, in about forty seconds.
Ayush Jain
Founder, Vanvora
I'm Ayush. I started Vanvora for businesses that outgrew their spreadsheets. Too specific for off-the-shelf products, too small to have been sold anything properly built.
- I'm Ayush. I started Vanvora for businesses that outgrew their spreadsheets. Too specific for off-the-shelf products, too small to have been sold anything properly built.
- You own the code and the data. All of it. Documented and handed over, exportable at any time, and no per-user licence that grows with your team.
- You see a fixed written price before anything is built. Itemised module by module. It only moves if you change the scope, and you approve that first.
- You watch the work happen in your own login. What is in flight, what is done, every quote and invoice. You never have to email us asking where things are.
- Automation does the repetitive work. A person approves what matters. AI drafts, your team approves before anything reaches a customer, and every automated action is logged.
- If you don't need custom software, I'll tell you. When an off-the-shelf product fits, we say so and help you set it up properly. We fix a broken process before we automate it.
- Start with a free 45-minute audit. We learn how your week actually runs. You keep the written summary, whether or not you work with us.
You see the price and the shape before anyone builds anything.
Five steps, in this order, every time. The first one is free and you keep what it produces.
Understand
We learn how your business actually runs before proposing anything.
What you get
A short written summary of what we heard, what we would tackle first and why. Yours to keep whether or not you go further with us.
What it costs you in time
About forty-five minutes, plus a follow-up read. No preparation needed.
Design and quote
You see the shape of the solution and its price before anyone builds anything.
What you get
An approved scope and a fixed written quote. The price does not move unless you change the scope, and then you get a revised quote first.
What it costs you in time
One review session and a decision. No commitment until you approve the quote.
Build in the open
You watch it happen instead of waiting for a reveal.
What you get
Working software you have already used, arriving in pieces rather than as one delivery at the end.
What it costs you in time
A short review whenever something becomes usable. Typically every week or two.
Switch over safely
The cut-over is rehearsed, verified and reversible.
What you get
A reconciliation report you can check yourself, plus a team that has used the system before it went live.
What it costs you in time
A training session per group of users, and a decision on when to switch.
Keep it running
Software that still fits in month twelve, not just week one.
What you get
An optional support arrangement, priced separately, that you can end without losing anything.
What it costs you in time
None, until you want something changed.
Find out what this is worth before you talk to us.
Five tools, free, no sign-up and no email wall. Each one ends with something you can act on.
Manual work cost calculator
Put a yearly figure on the admin your team does by hand. The formula is shown, so you can check it.
Work out my numberIndustry operations audit
Six questions written for your sector, scored honestly, with the specific gaps ranked.
Audit my operationsTool stack teardown
Tell us what you run on. We will tell you what each tool is fine at and what it quietly costs you.
Tear down my stackSolution blueprint builder
Turn your goals into a phased plan of real modules, in dependency order, ready to quote.
Build my blueprintAI readiness check
Where AI would genuinely help you first, and where plain automation is the better tool.
Check my readiness
We are new enough that all we can offer you is how we work.
So here it is, written as things you can hold us to rather than words about ourselves. If we break any of these, you will know, because each one is specific enough to check.
You own it, all of it
Your data is exportable in a standard format at any time. The source code of what we build for you is yours, documented and handed over. We would rather earn the next project than rely on you being unable to leave.
A price that does not move
Every engagement is quoted in writing and itemised by module before work starts. If scope changes, you get a revised quote to approve first. There is no invoice you did not see coming.
You can see progress without asking
Clients get a login showing live project status, what is in flight, what is done, and every quote and invoice. You never have to send an email asking where things are.
A human approves anything that matters
Automation handles the mechanical work. Judgement stays with your team. AI drafts, a person approves before anything reaches your customer, and every automated action is logged.
We will tell you not to buy
If an off-the-shelf product genuinely fits your process, we will say so and help you set it up properly. If your workflow is broken, we fix that before automating it, because automating a broken process just produces the wrong answer faster.
No jargon, ever
Decisions are explained in terms of what changes for your business. You will never be asked to choose between technical options you have no basis to judge.
The four questions everybody asks first.
We are not a technology company. Is this going to be over our heads?
No, and if it is, that is our failure rather than yours. We work with owners who have never commissioned software before. You will never be asked to choose between technical options you have no basis to judge. We describe the decision in terms of what changes for your business, recommend one option, explain the trade-off, and let you decide.
Do we have to replace the software we already use?
Usually not, and we push back when a client suggests it. Replacing a tool that works is expensive and disruptive. Far more often the problem is that your tools do not talk to each other, which integration fixes at a fraction of the cost. We only recommend replacing something when it is genuinely holding the business back.
How much does a first build usually cost?
Most first builds land between $2,500 and $10,000: a first working version of one core system, such as the record your business revolves around plus the screens your day needs. Where yours lands depends on how many kinds of work it handles, how much data has to come across and how many other tools it must talk to. If that is far from your budget, say so up front and we will tell you honestly whether a conversation is worth your time.
Is this priced per user, per month, forever?
No. A recurring per-user licence is exactly the model that punishes you for growing, and it is one of the reasons clients come to us. You pay for the build. Hosting and running costs are real and we are transparent about them, and ongoing support is optional and separate.
15 more answers covering how we work, what things cost and what happens after launch.
Tell us what is not working, right here.
You do not need to know what you want built. A few sentences about the part of your week that keeps going wrong is enough for us to be useful.
- A person replies within one business day, usually sooner, having read what you wrote.
- You do not need a specification, a shortlist of features or a budget to start.
- If it turns into a call it is forty-five minutes, free, and the written summary is yours to keep.
- Your details are used only to reply to you. No newsletter, and nothing is sold on.
Start with a conversation that costs you nothing.
Forty-five minutes on how your business actually runs, followed by a written summary of what we would fix first. Yours to keep either way.