Job Tracking
Before
Jobs assigned in WhatsApp. Updates manually typed into Excel.
After
One job record with status, owner, due date, notes, photos, and overdue alert.
WhatsApp + Excel workflow systems · Singapore
Still running your business from WhatsApp and Excel?
WorkflowSG turns manual WhatsApp + Excel workflows into simple internal systems — with status tracking, reminders, dashboards, reports, and accountability.
Show us your current chats, spreadsheets, screenshots, and manual steps. We’ll help turn the mess into one workflow your team can actually follow.
- ✓ Replace scattered chats and spreadsheets with one source of truth
- ✓ Track status, deadlines, payments, approvals, and follow-ups
- ✓ See what is done, stuck, overdue, or forgotten
More practical than a website. Faster than an enterprise software project.
Before: WhatsApp + Excel mess
WhatsApp group“Done already?”
jobs_final_v3.xlsx
Sticky notewho owns this?
Boss“Can send update?”
jobs_final_REAL.xlsx
Screenshotpayment pending
Reminderask Ah Seng again
Sticky notereport by tonight
Remindercustomer chased again
Screenshotpaid or not?
After: WorkflowSG system
✅ WorkflowSG system
Job statusIn Progress
OwnerAssigned
PaymentDue
Follow-upTomorrow
FilesUploaded
Dashboard7 overdue
The real problem
If the work lives in WhatsApp and Excel, it can probably be systemised.
Many SMEs do not have a software problem. They have a workflow problem. The business is already running — but the process is hidden across chats, spreadsheets, screenshots, and memory.
!Staff updates buried in WhatsApp groups
!Excel files with different versions
!Boss has to ask for status manually
!Payments and follow-ups forgotten
!Reports prepared by copying and cleaning data
!No clear owner for each task
!No audit trail
!No single source of truth
The approach
Systemise = turn your WhatsApp + Excel process into a proper system
No buzzwords. Three practical steps to turn a manual WhatsApp + Excel workflow into a working internal system.
1
Capture the workflow
We look at the current WhatsApp chats, Excel sheets, forms, screenshots, and manual steps.
2
Structure the process
We define the users, statuses, rules, reminders, reports, and data fields.
3
Build the system
We create a simple internal system your team can use daily from phone or desktop.
WhatsApp + Excel
Workflow Map
Internal System
Dashboard + Reminders
Examples
WhatsApp + Excel workflows WorkflowSG can systemise
Real internal systems built around how SMEs already work. Here is what changes when a manual process becomes a workflow system.
Payment Tracking
Before
Deposits and balances tracked in spreadsheets and chased from memory.
After
Each job shows paid, unpaid, overdue, and next collection date.
Quotation Tracking
Before
Quotes copied from old Excel files and sent manually.
After
Quote status flows from Draft → Sent → Approved → Job.
Booking / Appointment Tracking
Before
Bookings handled through chat and shared calendars.
After
Bookings, reminders, attendance, and follow-ups in one place.
Inventory / Order Tracking
Before
Orders come through WhatsApp. Stock is updated in Excel.
After
Orders, stock movement, delivery status, and collections in one view.
Approval Workflow
Before
Staff ask for approval in chat. Nobody knows what was approved.
After
Requests have approvers, status, comments, timestamps, and audit trail.
Reporting Dashboard
Before
Reports prepared by exporting and cleaning spreadsheets.
After
Boss sees live numbers for jobs, payments, overdue tasks, and team activity.
Customer / Case Tracking
Before
Customer details and follow-ups are scattered across staff phones.
After
One customer record with notes, files, status, and follow-up reminders.
Quick check
Is your workflow ready to be systemised?
If 3 or more of these sound familiar, your WhatsApp + Excel process is probably costing you time, money, or visibility.
✓You have multiple Excel files for the same process
✓Staff update job status in WhatsApp
✓You need to chase people for updates
✓Customers chase you before your team updates them
✓Payments or follow-ups get forgotten
✓Reports take hours to prepare
✓Work gets stuck because nobody owns the next step
✓Generic tools do not match how your business works
If you ticked 3 or more, start with one workflow.
Send us your current Excel + WhatsApp process. We’ll tell you if it should become a system, or if an off-the-shelf tool is enough.
Show Me Your Workflow
The process
How the process works
Practical, phased, and focused on one workflow at a time — not a giant rebuild.
1
Show us the mess
Send or show your current Excel, WhatsApp flow, screenshots, forms, and reports.
2
Map the workflow
We identify users, statuses, rules, data, reminders, and reports.
3
Build one focused system
We start with one core workflow, not a giant ERP.
4
Test with real users
Your team uses it with real jobs, customers, payments, or bookings.
5
Support and improve
The system is hosted, monitored, supported, and improved monthly.
Where WorkflowSG fits
WorkflowSG is for the work behind the business
Websites bring in enquiries. Mobile apps serve customers. WorkflowSG runs the internal workflow after the enquiry comes in.
Website
Brings customers in.
Marketing, company profile, services, enquiries.
WorkflowSG
Runs the internal work.
Jobs, payments, staff updates, follow-ups, approvals, dashboards, and reports.
★ Best fit for WhatsApp + Excel workflowsMobile App
Serves customers at scale.
Customer-facing product experience, app-store distribution, high-volume usage.
If the work is currently handled by WhatsApp + Excel, that is where WorkflowSG fits.
Pricing
Start with one workflow
Transparent pricing for one core WhatsApp + Excel workflow, built and supported as a real internal system.
SME Workflow System
From S$8,000 setup + S$500/month managed support
For one core WhatsApp + Excel workflow, designed and built as a working internal system — not a template website.
Setup includes
- workflow review
- system design
- database setup
- web-based internal system
- admin dashboard
- user login and roles
- reports / export
- deployment
- basic training
Monthly support includes
- hosting / server management
- backups
- bug fixes
- uptime monitoring
- security updates
- basic user support
- small improvements up to 3 hours/month
- one core workflow included
- larger features quoted separately
- minimum 6-month managed support recommended
- final pricing depends on scope, number of users, integrations, and complexity
Pilot Package Available · For first few clients
Pilot Package
S$5,000 setup + S$500/month
For businesses that want to systemise one limited-scope WhatsApp + Excel workflow in exchange for feedback and testimonial.
- one focused workflow
- faster MVP scope
- same managed support
- best for testing the idea before expanding
FAQ
Questions about systemising WhatsApp + Excel
What does “systemise WhatsApp + Excel” mean? +
It means taking a process currently handled through chats, spreadsheets, manual reminders, and memory, then turning it into a structured internal system with users, statuses, reminders, dashboards, and reports.
Do I need to prepare technical specs? +
No. You can show your current WhatsApp flow, Excel sheets, screenshots, and manual process. WorkflowSG helps map that into a system.
Do I need a mobile app? +
Usually no. Most SMEs should start with a mobile-friendly web system first. It works on phone and desktop without app-store approval or installation.
How much does it cost? +
A typical limited-scope workflow system starts from S$8,000 setup plus S$500/month managed support. Pilot packages may start from S$5,000 setup for first few clients.
What kind of workflows can you systemise? +
Job tracking, quotation tracking, payment tracking, bookings, attendance, inventory, order tracking, approvals, customer cases, reminders, and reporting dashboards.
Can this replace my Excel? +
Yes, for the workflow being systemised. Some businesses may still export reports to Excel, but the daily process should happen inside the system.
Can this work with WhatsApp? +
The system can support WhatsApp click-to-message, status links, reminders, or WhatsApp API integration where appropriate. The first goal is to stop using WhatsApp as the main operations database.
How long does it take? +
A focused MVP can be planned and built in phases. Timeline depends on scope, feedback speed, data migration, and integrations.
Is this suitable for very small businesses? +
It is best for businesses with repeated workflows, multiple staff, many jobs or customers, payment tracking, or reporting needs. Very small one-person operations may be better served by off-the-shelf tools.
Who owns the data? +
The client owns their business data. WorkflowSG builds and supports the system, but the business data belongs to the client.
For agencies & consultants
Add workflow systems to your client offering
If your client needs more than a website — CRM, dashboard, booking system, quotation system, customer portal, or internal workflow system — WorkflowSG can build and support it in the background.
Referral commission
White-label delivery
Wholesale project pricing
Ongoing support partnership
Contact
Show us your WhatsApp + Excel workflow
Send us the current process — Excel, WhatsApp screenshots, forms, reports, or manual steps. We will help you decide whether it should become a proper internal system.
Stop running operations from chats and spreadsheets.
Show us your WhatsApp + Excel workflow and we will turn it into one internal system your team can actually follow — with status tracking, reminders, dashboards, and reports.