The problem with typical IT portfolios
Most technology vendors show polished mockups of software they do not maintain, or push every client into the same rented monthly platform. Small businesses and non-profits end up paying per-user fees for rigid tools while their real work still happens in scattered spreadsheets, email threads and text messages.
Real systems deployed under the owner’s control
At ROTES Smart Solutions Inc., we build working systems around how your team already operates. We install them on your own server or a Canadian cloud account opened in your name, and we test every tool in our own daily operations in Fredericton, New Brunswick before a client ever gets it.
What’s included in every build we hand over
- Accounts in your name: Server access, cloud accounts and domain registrations belong directly to your organization.
- No unnecessary licence fees: We use custom code or open-source platforms where they fit the job, with any third-party service costs listed in your written plan.
- Written hand-over notes: Plain-language documentation explaining how your system is built and where every account lives.
- Verified nightly backups: Automated off-site backups switched on and checked with restore tests.
- Team walk-through: Practical training so your staff can run daily operations without depending on us.
Proof: Anonymized client work and our own live systems
We deployed 3 servers and 9 connected services with 60+ security rules in under 2 weeks on a Canadian cloud. The setup includes a custom CRM with Microsoft 365 Graph mail integration, custom dashboards replacing a paid CRM add-on, a shared password vault, public application forms feeding directly into the CRM, and a two-stage application review workflow for internal and external experts.
2. Non-profit member CRM for a community school / non-profit
We upgraded a live CiviCRM installation to a current version and built member portal features to manage families, memberships, groups and program registrations.
3. E-commerce migration for a Canadian natural-products retailer
We moved an online store from a hosted site builder to self-hosted WordPress and WooCommerce connected to Square payments, completing the DNS cutover with zero downtime and adding automatic text alerts for new orders.
4. SMS reminders for a 174-person community event
For a consular community event, we built an automated reminder workflow that sent Ukrainian-language text messages 60 minutes before each family’s appointment slot—one message per family through our own GSM gateway, with no human watching.
5. Security audit of a portfolio of hosted websites
6. RosterPay (rosterpay.ca)
Our own progressive web app (PWA) for sports-club game registration and payment, built from specification to production with real card and club-credit payments in one working session. It runs our own futsal club’s schedule, waitlist, team draw, organizer roster and club chat.
7. grants.roik.pro
Our multilingual education-grants catalogue PWA featuring user accounts, email verification, and an AI research agent paired with a deterministic validator that checks official sources before any entry is published.
8. Smart (our in-house CRM)
The internal CRM running behind our own website on our server in New Brunswick. Website inquiries create a contact and request record with status tracking, notes, change history, two-factor phone-code login, nightly backups and 47 automated tests. Screenshots use sample data; Smart is our internal tool and is not for sale.
9. Our own office and home
We run virtualized servers, containers, site-to-site VPN, single sign-on, a password vault, server monitoring with phone alerts, nightly off-site backups, on-premises AI GPUs, and a personal bilingual (EN/UA) voice assistant.
Frequently asked questions
Can we buy or rent the Smart CRM shown in your examples?
No. Smart is our in-house CRM and is not for sale. It shows what a CRM made for one company looks like. When we work together, you get your own CRM built around your workflows and installed on your own server or cloud account.
Why aren’t client names shown on this page?
Client systems and workflows are private business assets. We keep all client work anonymized unless a client explicitly asks to be named.
How long does a typical build take?
Standard CRM setups, website migrations and automation workflows usually take between a few days and 2 weeks.
Who owns the system after launch?
You do. You hold the administrator accounts, source code, data and written hand-over notes.
Ready to replace scattered tools with a system you own?
Tell us what you’d like to simplify — send a short note through our contact form or email [email protected] to get a written plan and quote.