“How much is it?” is usually the first question we are asked, and a fair one. The honest answer is that the price depends on how much your process needs the system to do.

For reference, Ryotek’s custom business systems start from RM20,000+, and we require a consultation before quoting. The reason is simple: a system that tracks one approval flow is very different from one that handles timesheets, claims, multiple user roles and monthly reporting.

What drives the price

  • Number of workflows. Each distinct process (for example leave requests, claims, project tracking) needs to be designed, built and tested.
  • User roles and permissions. A system where everyone sees everything is simpler than one where staff, managers, finance and administrators each see different things.
  • Reports and dashboards. A few fixed reports are straightforward. Flexible, filterable reporting takes more work.
  • Integrations. Connecting to existing databases, accounting tools, email or other systems adds design and testing effort.
  • Data migration. Moving years of records out of spreadsheets or an old system needs cleaning and checking.
  • Business rules. Calculations, thresholds and exceptions (for example different rates for different cases) make a system more valuable, and more complex.

What a quotation should cover

When you ask any developer for a quote, check that it is clear about the following, so you can compare like with like:

  • What is in scope, and what is handled later as an enhancement.
  • Who owns the data, and how you can get it out.
  • Where the system will be hosted and who looks after backups.
  • What happens after launch: bug fixes, support hours and response times.
  • How changes to the requirements are handled.

Do not forget the running cost

A system is not finished on launch day. It needs hosting, backups, monitoring and someone to fix problems and make changes as your business evolves.

Our support plans start at RM8,000 per year for Essential Support (hosting and database hosting, monthly backups and monitoring, critical bug fixes and up to 12 support hours) and RM12,000 per year for Business Support (priority support, up to 24 support hours and a quarterly system review). New features and reports are handled as enhancements.

How to get a more accurate budget faster

  • Write down the process step by step, even roughly: who does what, in what order.
  • Collect the spreadsheets, forms or reports you use today. They show what the system must replace.
  • List the reports management needs to see.
  • Decide who will use the system and what each person should be allowed to do.
  • Start with the one process that hurts most, rather than trying to digitise everything in one phase.

Is it worth it?

The return usually comes from time saved on repetitive work, fewer errors, faster reporting and a clear record of decisions. Before committing, estimate how many hours your team spends each month on the process you want to replace, and what mistakes currently cost you.

If you are not sure the system is the right answer yet, read about the signs you have outgrown Excel, or get in touch and describe the process. We will tell you honestly whether a custom system makes sense, and what the sensible first step is.