Case Study
Building a Custom Operations Platform to Run a WordPress Business
I designed and built a custom operations platform that runs client work, sales, and finance for Webganics in one place, connected to the services the business already relies on.
Webganics LLC
Web development and hosting
Custom Development
Since March 2026, ongoing
Internal platform build and ongoing development
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21
Ops feature areas in one platform
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1
system of record for invoicing (FreshBooks)
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The client
Webganics is a WordPress and WooCommerce development business in Mesa, Arizona, run by one developer. Like most small web businesses, day to day operations depended on separate tools for project management, support, quoting, invoicing, and accounting, and none of them shared data. I used my own custom software skills to solve that problem for my business before offering the same work to clients.
The challenge
Running the business meant working across disconnected systems for client work, sales, support, and billing. None of them shared a common view of a client, a project, or a dollar, so the same information was reconciled by hand, and there was no single place to see hosting costs against what clients were billed.
There was also no structured way to turn an accepted quote into a project, no consistent handling of retainer hours and cancellation terms, and no client-facing place to follow a project, sign an agreement, or raise a support request.
Approach
I approached it the way I approach any internal systems project: map the real workflow first, then build software that fits it, rather than bending the business around an off-the-shelf tool.
- Client work in one place. Projects, tasks, time, support tickets, and files sit together, and clients get their own portal to follow their projects, review agreements, and raise tickets.
- Quote to project. Quotes are built from a priced library and signed online, and an accepted quote creates the project and its starter tasks with no manual handoff.
- Retainers with real terms. Retainers are their own quote type, with hours, rate, and a cancellation notice period applied the same way every time.
- Finance without a second set of books. Rather than replace the accounting system, I connected Ops to FreshBooks as the system of record for invoices and recurring billing, and Ops tracks hosting costs against hosting revenue.
- Connected, not replaced. Ops works directly with the services the business already runs on, including FreshBooks, Google Workspace, and Mailgun.
Process
Discover & Align
Design & Build
Review & Refine
Launch & Support
Outcome
- Client work, sales, and finance run from one system that I use every day to run the business.
- Accepted quotes create their project and starter tasks automatically.
- Clients have their own portal for projects, agreements, and support tickets.
- Invoices and recurring billing run through FreshBooks, the one system of record for invoicing.
- Ops tracks hosting costs against hosting revenue.
- Ops connects to the services the business already relies on, including FreshBooks, Google Workspace, and Mailgun.
Why it mattered
Building this myself meant I could shape the system around how a WordPress and WooCommerce business actually operates, instead of working around general purpose project management and accounting tools. It is the same approach I bring to client work when the right answer is custom software, not another integration between tools that were never designed to talk to each other.
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