Software
Internal systems for staff, management and administration: secure, permission-controlled and connected to your back office.
Some software never meets a customer. It is the console, the register and the queue your admin team lives in. Superstack builds internal business software for that job: secure, staff-only systems with single sign-on, permissions and a live link to your accounting software and payroll, so no process lives in one person's head.
the process in one person's head
internal business software for the back office
Back office software has one job: let a trained person process work quickly and correctly, and stop mistakes reaching customers. We build the modules below around your registers, queues and rules.
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The console is the one screen an administrator works from: search any record, open the task and finish it without switching tools. A membership administrator finds a member by name or number, sees their payments, correspondence and notes, and makes the change.
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Every register your business keeps becomes a proper record, whether it lists assets, contracts, licences or complaints, with required fields, validation and history. A compliance officer opens the register, filters to anything expiring next month and exports the list, with no tab-per-year spreadsheet.
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Work arrives in a queue instead of an inbox. Each item has an owner, a due date and a service level. An application running late turns amber, then red, and the team leader sees it, even when the owner is on leave.
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Staff sign in with the Microsoft 365 or Google account they already have, and their access follows their role. A payroll officer sees pay records, a receptionist sees contact details, and a departing employee loses access the moment IT disables their account.
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Correspondence comes from the record, not a hand-edited template. When an administrator approves a renewal, the confirmation email goes out with the right name, dates and amounts, and a copy sits on the record. Posted letters come out as a print-ready PDF batch.
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Data comes in from wherever it is now: an Access database, spreadsheets, a bank file or a supplier's CSV. Imports check every row and reject a bad one with a reason. Exports go to Excel for the board pack or the auditor.
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The log records every change to any record, and every view of a sensitive one, with the user, the time and what changed. When a customer disputes a decision or a privacy request arrives, the administrator pulls the history in seconds.
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The internal system talks to the tools your back office runs on. A processed invoice lands in your accounting software, a new starter flows to PayHero, an SMS goes out through Twilio, and customer records stay in step with the CRM. Staff enter each thing once.
An administrator signs in with their Microsoft 365 account and lands on their queue. They open the next record, check the details and approve it. From there the system takes over: it emails the customer a confirmation, raises the charge in your accounting software and refreshes the manager's report. The person makes the decision. The software does the typing, sending and reporting.
Microsoft 365 or Google Workspace handles sign-in, so there are no separate passwords. Your accounting software receives invoices and payments, PayHero receives new starters and pay changes, Twilio sends SMS, and we read your existing databases directly until you retire them.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional. An admin system runs on rules and permissions, and AI joins only where it saves real typing or searching. See how we use AI and how it sits inside business process automation.
A reply to a complaint, drafted from the case notes for the officer to edit.
A scanned form or emailed PDF lands with the right team.
A new starter asks how to process a refund and gets your manual's answer.
The admin team lives in the web app: queues, registers, correspondence and reports, behind single sign-on, on any office machine. Managers use the same app for approvals and the dashboard.
Not every internal tool needs a phone app, but some do: a manager approving a request between meetings, a field officer checking a register on site, a supervisor watching the queue.
Internal first, external later. A portal lets customers submit the form, check their status or download a letter themselves, from the same records your staff process. All three share one database.
Any admin team can use it. These sectors come to us most.
Tenancy registers, inspection queues and owner statements.
Finance and insuranceClaims queues, policy registers and audited correspondence.
EducationEnrolments, student records and fee processing.
Healthcare adminReferrals, recalls and patient correspondence with privacy controls.
CouncilsConsents, service requests and decision registers.
LogisticsFleet registers, compliance dates and driver records.
Quickest start
We customise a Superstack register or queue module with your fields, rules and roles for the one admin process that hurts most.
Most common
We combine consoles, registers, queues, correspondence and integrations into one back-office platform, which is where most internal systems development lands.
Fully bespoke
A bespoke internal system designed from scratch for the admin process whose rules, volumes or security needs are unlike anyone else's.
Yes. Single sign-on through Microsoft 365 or Google Workspace is the default for every internal system we build. Staff use the account they already have, your IT team controls it, and when someone leaves, disabling that one account removes their access. No separate passwords to reset, and no shared logins.
Yes. We replace Microsoft Access database systems often, because they tend to hold a process nobody else understands. We map the tables, forms and queries, rebuild them as a browser-based system with proper permissions and an audit log, and import the data. The old file stays read-only until you are confident.
Security starts with who can get in: single sign-on, two-factor authentication and roles that limit each person to their job. We encrypt the data and host it on New Zealand or Australian infrastructure, under your own account. Backups run daily, stored separately and tested, so a bad import is recoverable.
Yes. The system, its code and its data belong to your business, and the agreement says so before we start. It runs in a hosting account in your name, and you can hand it to another developer at any time. There is no per-user licence, so adding admin staff costs nothing extra.
Yes, when the scope is right. A small team rarely needs every module. Start with the one register or queue that causes the most rework and add the rest later. Admin software for business teams this size is a small build, not a platform. Weigh it against the hours lost to double entry.
Yes. The portal comes later, on the same database. Once the registers and queues are solid, we add a customer-facing layer: a form that creates the record directly, a status page or a login to download letters and invoices. Staff keep their console, and customers see only what they need.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Tell us the process only one person in your office understands. We'll turn it into software everyone can use.
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