Clear ownership instead of fine print
Most software vendors keep your records on their platform and charge per user every month. At ROTES Smart Solutions Inc., we build systems around your existing processes, install them on accounts in your name, and hand over complete written notes.
What’s included with every project
- Written plain-language plan and quote before build work begins
- Installation on your own office server or a Canadian cloud account in your name
- Full admin credentials, automated nightly backups and written hand-over notes
Frequently asked questions by topic
Ownership, Servers & Licensing
1. Do we have to use your CRM?
No. Smart is our in-house CRM and is not for sale—it only shows what a system built for one company looks like. You get your own CRM built around your workflows, either custom-built or using an open-source base (EspoCRM, Twenty or CiviCRM) when it already fits.
2. Do we need our own physical server?
Not necessarily. Your system can run on a small server in your office or on a Canadian cloud account opened directly in your organization’s name.
3. Who holds the accounts and passwords?
You do. Every server, domain, cloud account and password vault is registered in your name.
4. Are there ongoing software licence fees?
We use open-source software where it does the job, so there are no per-user licence fees from us. Third-party services like Microsoft 365 or payment processors charge their own fees, which we list clearly in your written plan.
5. What happens if we stop working together?
Your systems, data and administrative access stay with you. Anyone skilled can take over using the written hand-over notes and account list we provide.
Data, Privacy & Private AI
6. Where is our data kept, and does AI send it anywhere?
Your data stays on your own server or in your Canadian cloud region. Can AI run without sending data to OpenAI or Google? Yes—we can deploy local AI models on your hardware in a private mode with zero external connections, or restrict external models to tasks you approve.
7. How do you protect our data?
We configure two-factor authentication (2FA), Cloudflare zero-trust access, origin server lockdown, firewall rules, and nightly off-site backups with regular restore tests. Systems are designed with Canadian privacy law (PIPEDA) in mind.
Process, Integrations & Support
8. Can existing data be moved?
In most cases, yes—contacts, spreadsheets, website content and mailboxes can be migrated. We check your existing files in step one.
9. Do you work with Microsoft 365 and Google Workspace?
Yes. For example, we connect CRMs to Microsoft 365 and Outlook using Entra app registrations with OAuth and scoped Microsoft Graph mail sync instead of deprecated Basic Auth.
10. How long does a typical project take?
Most standard CRM setups, website migrations or automation workflows take a few days to about 2 weeks.
11. Do you offer ongoing support, and how are hours counted?
Yes. If wanted, we handle software updates, backup monitoring, fixes and small changes within hours agreed in advance.
12. Do you work outside New Brunswick, and in which languages?
We work on site in Fredericton and across New Brunswick, and remotely across Canada. We work in English and Ukrainian.
13. What do you need from us to start?
Just tell us what your team does and what you want to simplify. We start with an assessment and give you a written plan and quote.
Proof: Proven in real operations
Still have a question?
Tell us what you’d like to simplify — reach out via our contact form or email [email protected] to get a written plan and quote.