Business systems partner · Pretoria · Working globally

Finally see the business you're running.

We design and build the systems service companies run on. Your own custom CRM from $750/month when off-the-shelf holds you back, and monday.com architecture that actually fits when it doesn't.

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22 projects delivered · 5-star average across every one · Verified on Upwork · Live products on the App Store

VANTAGE · LIVE PREVIEW

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§ THE THESIS

Service businesses outgrow their systems before they hire someone to fix them.

Most founders we work with hit the same wall around 8 to 15 employees. The Slack messages multiply, the spreadsheets fragment, and the founder becomes the only person who knows how anything actually works. We install the operational backbone before the cracks appear.

And when a business outgrows even the best-configured platform, we build the next system too: a custom CRM or operations platform shaped around how the company actually runs, delivered on subscription so it keeps evolving with the business instead of freezing on handoff day.

Aidan Maguire · Founder, Vanta Flows

Across three recent builds, we've returned over 100 hours a month to our clients' ops teams.

100+

hours returned per month

1,200

hours a year into the business

22 / 22

projects delivered at 5★

§ WHAT CLIENTS SAY

Real reviews from real Upwork engagements.

22 completed projects. 5.0 average across all of them. Pulled directly from Upwork verified reviews.

★★★★★

"Working with Aidan has been an excellent experience. He helped us develop a fully customized production workflow using Monday.com and Make that significantly improved how our production team operates."

Monday Build Out

296 hours · 11 months

Verified on Upwork

★★★★★

"Aidan was incredibly easy to work with and had strong communication skills. Even with scope increases to the project he remained flexible and very customer service oriented."

Shopify and Monday.com Integration

21 hours

Verified on Upwork

★★★★★

"I take pleasure in writing a review of Aidan's services rendered. Aidan is a highly experienced Monday.com specialist who follows through with what is required and goes beyond the call."

Monday.com CRM Reconfiguration

25 hours

Verified on Upwork

★★★★★

"Aidan was extremely helpful and supportive. He completed all the expectations and went over and above the support that we expected."

Monday.com Project Board Setup

Verified on Upwork

completed projects

5.0

average rating

1,500+

tracked hours delivered

$73,000+

verified Upwork billings

View full Upwork profile

§ 03 — ICP

Service businesses scaling past the founder.

8 to 50 people. $1M to $15M revenue. Past product–market fit, not yet at the "VP of Ops" stage. You've tried the usual fixes — they didn't stick.

Fit — you will get value

Service business: lending, logistics, professional services, fulfillment, cannabis.
Founder is still the bottleneck on everything important.
Work gets through, but nobody knows where anything is without asking.
You've bought Monday or HubSpot and never properly set it up.
Hiring help multiplied chaos instead of reducing it.

Not a fit — be honest

Pre-product-market-fit startups shopping for a template.
Enterprises with a VP of Operations already in seat.
Companies shopping on price alone. This is senior work.
Anyone wanting a "Zapier guy" for an hour of setup.
DTC ecommerce brands. Not our lane.

§ 04 — What we build

Custom CRM development or platform builds. One partner.

CUSTOM SYSTEMS — THE FLAGSHIP

Your own CRM or operations platform. On subscription.

When spreadsheets and off-the-shelf tools stop fitting, we design and build the system your business actually needs: pipelines, quoting, client portals, reporting, integrations. You pay monthly, we keep it running and evolving.

FROM $750/month · live systems in production today

Explore Custom Systems

or click straight into the live demo →

Choose your system's look →

SVC · 01

monday.com Systems

One source of truth for how the company runs: workspaces, CRM, roles, reporting, built around how your team actually works.

monday.com · workspaces · CRM · reporting

SVC · 02

Make.com Automation

Production-grade automation with error handling and observability. The kind that runs unsupervised for years, not weeks.

Make.com · Claude API · error handling · observability

SVC · 03

Dashboards & Integrations

Live KPI dashboards and custom API integrations, so leadership sees real numbers and your tools finally talk to each other.

live dashboards · REST · webhooks · custom integrations

SVC · 04

Products

Websites, chatbots, and apps we've productized from client work. Start in days.

See products →

§ 05 — Process

Audit → Architect → Build → Handoff.

What actually happens after you book. Named steps. No vague "discovery phase" language.

Audit

We map your tools, workflows, and where work falls through. You get a written diagnosis — even if you don't hire us.

Week 1 · 60-min call + 2-day write-up

Architect

We design the system on paper before we build. Scope, data model, dashboards, automations. You approve first.

Week 1–2 · blueprint + fixed quote

Build

Weekly shippable milestones, not a six-week black box. You see progress on the real tools you'll be using day one.

Week 2–5 · weekly demos

Handoff

Documentation, Loom training, and a 30-day support window. Your team runs it from day 31.

Week 5–6 · SOPs + Loom library

§ 06 — Case studies

Real client types. Real hours returned.

Three engagements. 10 + 30 + 50–70 hours a month. Every number measured, nothing inflated.

Case · 01

Lending firm performance infrastructure

Performance data scattered across Monday boards, Google Sheets, and Slack. Monthly bonus calc took hours of manual cross-referencing.

10 hrs/ month of manual admin eliminated.

Read the full case →

Case · 02

Invoice processing pipeline

Every supplier invoice arrived as a PDF requiring a human to open, extract line items, and enter into Monday.com.

30 hrs/ month returned to ops. No human in the loop.

Read the full case →

Case · 03

Logistics workflow automation

Status updates required daily manual review, Slack chasing, and ops standups on "where are we with X".

50–70hrs/mo of coordination eliminated.

Read the full case →

§ 07 — Stack

Platforms we build on.

Trust marks, not a feature list. Picked to fit the engagement, not the other way around.

Primary workspace

Complex automation

Document + AI pipelines

When off-the-shelf ends

§ 08 — Engagement

Two ways we work together.

Fixed-price builds for one defined project. Automation partnerships for continuous needs. Pricing in the audit call.

Most engagements start here

Fixed-price systems build

One defined project. One defined scope. Handed off with documentation. For teams who know exactly what's broken.

Right for you if

You can point at one system that's failing — CRM, reporting, or a specific workflow.
You want a start date, a ship date, and a clean handoff.
Typical engagement: 3–6 weeks, fixed quote after the audit.

Automation partnership

Ongoing retained work. For companies whose operations evolve weekly and whose team needs a senior systems partner on call.

Right for you if

You already have the core infrastructure — it's continuous improvement that slips.
Your team ships new products, markets, or processes every quarter.
You want one accountable partner, not a rotating cast of freelancers.

§ 09 — About

Founder-led. Senior by default.

The person writing your proposal is the person building your system. No bench of juniors.

Aidan Maguire · Pretoria, South Africa.

Vanta Flows is run by Aidan Maguire, founder and systems architect, with Henco van den Berg running operations and lead qualification. Senior depth across Monday.com, Make.com, and custom API integrations. 22 completed engagements on Upwork, five stars on every one: no bench of juniors, no handoff to offshore, no account manager in the middle.

Most clients are international: US, UK, Australia, on a weekly-shipping cadence across timezones. The person writing your proposal is the person building your system.

Verify on Upwork →

22Projects delivered on Upwork

5.0★Average across every engagement

100+Hours/mo returned across 3 recent builds

US·UK·AUMost clients international

§ 10 — FAQ

The objections we get most.

Seven questions, all objection-focused. No "what is automation?" trivia.

Q1How long does a typical engagement take?+

Fixed-price builds run 3–6 weeks: one week audit, one week architecture, 2–4 weeks build and handoff. Automation partnerships are continuous, reviewed quarterly.

Q2Do you rebuild what I have or start fresh?+

Whichever is cheaper, faster, and more maintainable. The audit tells us. We've done both: salvaged working Monday setups, and greenfield'd entire ops stacks.

Q3What's different from hiring a freelancer?+

A freelancer builds what you asked for. We build what solves the problem, which is often not the same thing. Plus documentation, training, and a 30-day support window.

Q4We have a VA already. Why do we need you?+

A VA works inside the system. We design the system. Different jobs. If your ops manager copies data between tools half the week, that's a systems problem, not a capacity one.

Q5What does pricing typically look like?+

Fixed quote after the audit. We're not the cheapest and don't pretend to be: we compete on the system you're left with.

Q6Do you work with businesses outside South Africa?+

Yes, most clients are US, UK, or AU. The Upwork history is exclusively international engagements across timezones.

Q7What happens after the build is done?+

Documentation, Loom training, and a 30-day support window. Most clients run the system themselves from day 31.

§ THE TEAM

Small team. Senior work.

Vanta Flows is run lean by design. Every engagement is delivered by people who've done the work, not handed off to junior staff.

Founder

Aidan Maguire

Systems architect and Vanta Flows founder. Builds the operational backbone for service businesses scaling past the founder.

Operations

Henco van den Berg

Runs Vanta Flows operations and lead qualification. First point of contact for new client conversations.

Stop being the operational bottleneck.

Tell us what's broken. We come back with an audit, a scope, and a date. Usually within 48 hours.