Workflow Tracking Systems
For enquiries, quotations, orders, approvals, tasks, records, reports, and internal operations.
Based in China, serving global clients remotely
ClearCloud Labs
Custom workflow tools for teams still running operations through spreadsheets, email, and manual follow-ups.
ClearCloud Labs helps small and growing businesses turn messy daily operations into simple software systems, AI assistants, customer portals, and practical automations.
If your team is copying data between tools, tracking work in spreadsheets, chasing updates by email, or answering the same questions repeatedly, we can help you build a focused first version that makes the work easier to manage.
Common friction
Do these problems happen every week?
These are the kinds of everyday workflow problems where a focused system, integration, or AI assistant can quickly become useful.
Your team receives enquiries by email, then manually copies them into spreadsheets.
Quotations, approvals, or customer follow-ups depend on memory and scattered reminders.
Customers ask for status updates because there is no simple place to check progress.
Staff search through old files, PDFs, chat messages, or emails to answer common questions.
The same customer, order, or project information is entered into multiple tools.
Reports take too long because data is spread across spreadsheets, forms, inboxes, and internal documents.
What we build
What We Build
We build small, focused systems that solve real workflow problems.
AI Knowledge Assistants
For document search, internal FAQs, customer support answers, quotation preparation, and business process guidance.
Customer Portals
Simple portals for customers to submit requests, check progress, exchange files, and view project or order updates.
Tool Integrations
For connecting websites, forms, spreadsheets, CRMs, databases, email tools, and internal systems.
Custom Web Applications
Focused web applications for the workflows, records, dashboards, and business rules that standard tools do not cover.
Maintenance & Improvements
Feature updates, workflow refinements, integrations, bug fixes, documentation, and support for existing systems.
Who we help
Best Fit For
Best fit for teams that have real operational work but do not want to build a full internal software department.
Trading companies
Teams managing enquiries, quotations, order follow-ups, records, and customer communication.
Service companies
Businesses handling customer requests, tasks, project progress, and internal service workflows.
Operations teams
Teams still relying heavily on Excel, email, chat messages, and disconnected business tools.
Remote delivery
Clear communication, small first version.
We work remotely with clear written scope, regular updates, and practical handover so overseas clients can start with a controlled pilot before a larger build.
Clear written scope before development starts
Regular progress updates during the build
English communication by email, documents, or video call
Small first version before larger system expansion
Source code and deployment handover available
NDA available if your project involves sensitive business information
What you receive
What You Receive
The goal is not a vague technical deliverable. It is a working tool your team can use in daily operations.
A working web-based tool your team can actually use.
Clear pages, roles, permissions, records, statuses, and workflow logic.
Forms, dashboards, file areas, reminders, and reporting views where needed.
Integration with your existing tools when it makes sense.
Deployment support, basic documentation, and handover.
Optional ongoing maintenance after the first version is live.
How we work
How We Work
We usually suggest starting with one focused workflow first, instead of building a large system from day one.
1
Understand
2
Define
3
Build
4
Improve
5
Support
Example project directions
Sample Project Blueprints
These are example scopes based on common business workflows. They show how a focused first version could be planned, built, and improved after real use.
Enquiry and Quotation Tracking System
- Before
- Customer enquiries arrive through email, website forms, or chat. Sales staff copy details into spreadsheets, track quotation status manually, and rely on memory for follow-ups.
- First version
- A simple dashboard with enquiry records, quotation stages, owners, follow-up dates, notes, file references, and status filters.
- Result
- Fewer missed follow-ups, clearer ownership, easier weekly review, and less time spent searching through emails and spreadsheets.
- Typical first version
- 2-4 weeks
AI Knowledge Base Assistant
- Before
- Team members or customers ask repeated questions, but answers are spread across PDFs, manuals, service rules, product documents, and old email threads.
- First version
- An AI assistant connected to selected documents and FAQs, with searchable answers, source references, and reviewable responses.
- Result
- Faster answers, less repeated support work, easier onboarding, and better use of existing company knowledge.
- Typical first version
- 1-3 weeks
Customer Portal
- Before
- Customers ask for updates by email or chat. Files, requests, messages, and project status are scattered across different places.
- First version
- A lightweight portal where customers can submit requests, upload files, check status, read update notes, and communicate with the service team.
- Result
- Fewer status-chasing messages, clearer customer communication, and one shared place for project or order updates.
- Typical first version
- 3-5 weeks
Typical starting scopes
Start Small, Then Expand
Final pricing depends on workflow complexity, user roles, integrations, data structure, deployment needs, and support requirements.
AI knowledge base prototype: 1-3 weeks
Website enquiry automation: 1-2 weeks
Workflow dashboard MVP: 2-4 weeks
Customer portal first version: 3-5 weeks
Internal operations tool: 3-6 weeks
We usually recommend starting with one focused workflow first, then expanding after the team has used the first version in real work.
Start with a focused workflow
Share what feels manual, slow, or messy.
Tell us your current process, tools, and pain points. We will suggest a practical first version instead of pushing for a large system from day one.