Profmax

Custom Software Development for Education

Software built around how your institution actually works

Off-the-shelf products force a school, college or university to bend its processes to fit the software. Profmax takes the opposite approach: we study how your campus really runs — admissions, academics, finance, HR and operations — and build software that fits those workflows. Whether you need a bespoke student information system, an internal portal, a workflow that automates a manual register, or a bridge between two systems that were never meant to talk, we design, build and support it end to end for the education sector.

Discovery, scoping and a clear delivery plan

Every engagement starts with discovery. Our team maps your requirements, existing systems and data, agrees the scope and success criteria in writing, and returns a phased delivery plan with milestones you can hold us to. You know what is being built, when each piece lands, and how it will be measured — so there are no surprises, and stakeholders across academics, accounts and administration stay aligned from day one.

Integration with your ERP and existing tools

Custom software delivers the most value when it connects to what you already run. We build integrations with your ERP, accounting package, payment gateway, biometric and communication systems, so data flows automatically instead of being re-keyed. Attendance reaches the fee module, results reach the parent app, and finance sees a single source of truth — reducing manual effort, reconciliation errors and the reliance on multiple disconnected tools.

You own the source code

When Profmax builds custom software for your institution, you receive the source code. That means full control: you can modify, extend or upgrade the system in future, bring maintenance in-house, or move to another partner without being locked in. We hand over documented, maintainable code alongside the running application, so the investment stays yours for the long term rather than becoming a dependency on a single vendor.

Training, maintenance and ongoing support

A system only creates value once people use it confidently. We train your staff, provide clear documentation, and offer ongoing maintenance and support — bug fixes, enhancements, security updates and help as your needs evolve. From the first release through every academic session that follows, your team has a partner who understands both the software and the education context it operates in.

Case studies

Problems we have solved

Legacy migrationMulti-campus school group · single ERP · many campuses

A 15-year VB system moved to a modern stack with zero data loss

Challenge

A school group ran a 15-year-old desktop system in an ageing VB codebase, with a separate install and separate data behind every campus. It could no longer be safely extended, yet a decade and a half of admissions, marks, attendance and fee history could not be put at risk.

Approach

Rebuilt the platform as a single multi-tenant application — one Angular front end and a Kotlin service layer serving every campus from one codebase, with tenant data isolated per school.
Reverse-engineered the legacy schema, then wrote and repeatedly dry-ran a migration that reconciled every record against the source before cutover, so nothing was assumed and nothing was dropped.
Ran the old and new systems in parallel through a full cycle, matched row counts and totals both ways, and cut over only once the numbers agreed exactly.

0Records lost in migration
15 yrsHistory reconciled to source
1Codebase, every campus

Records migrated (cumulative %)

Fifteen years of admissions, marks, attendance and fee history migrated week by week and reconciled record for record — reaching 100% with zero data loss at cutover.

Legacy VB vs with Profmax

	Legacy VB	With Profmax
Architecture	One install per campus	One multi-tenant platform
Data migrated	15 yrs at risk	Reconciled, zero loss
New campus	Another install	Another tenant
Shipping a feature	Patched site by site	Once, everywhere

Systems integrationCollege · biometric, payments and legacy accounts · single flow

Biometric to payroll in one flow — month-end from ~5 days to same-day

Challenge

A college ran biometric attendance terminals, a payment gateway and a legacy accounts package as three islands. Month-end meant re-keying attendance into payroll and matching collections by hand — a roughly five-day reconciliation every cycle.

Approach

Built a bridge that pulled attendance straight from the biometric terminals and carried it through leave and duty rules into payroll, ending the manual re-keying between the two.
Tied each gateway transaction to its reference at source so collections auto-matched to the accounts package instead of being reconciled against statements by hand.
Delivered it as one attendance-to-payroll flow across the three systems, then handed the documented source code to the college's in-house team.

Same-dayMonth-end close
~5 daysManual reconciliation removed
3→1Systems joined into one flow

Month-end reconciliation (days) by step

Before
With Profmax

Bridging biometric, gateway and accounts into one flow collapsed a roughly five-day manual close to a same-day one at every step.

Before vs with Profmax

	Before	With Profmax
Month-end close	~5 days, manual	Same-day
Attendance → payroll	Re-keyed by hand	Flows automatically
Collections matching	Against statements	Auto-matched by reference
Source code	Vendor-held	Owned in-house

Representative engagements. Client identities and figures are anonymised or indicative, reflecting the nature of the work and the outcomes Profmax delivers.

Frequently asked questions

What kinds of custom software do you build for institutions?

Student information systems, internal portals, workflow automation, reporting dashboards and integrations between your existing campus systems — all built around your specific processes.

Will the custom software integrate with our existing ERP?

Yes. We build integrations with your ERP, accounts, payment gateway and communication tools so data flows automatically instead of being entered twice.

Do we get the source code?

Yes — you receive documented source code and full ownership, so you can modify, extend or maintain the software in future without vendor lock-in.

Do you provide training and ongoing support?

We train your staff, provide documentation, and offer ongoing maintenance, security updates and enhancements after go-live.

Have a workflow that no product quite fits? Let us build it.

Talk to our team