What's the sign we've outgrown QuickBooks for operations?

The spreadsheet count. When stock, orders, or jobs live in sheets that someone reconciles against QuickBooks, the accounting tool has become the bottleneck for non-accounting work.

Can you import our QuickBooks data?

Yes. Items, customers, vendors, and open transactions come over as part of the build, so the new system starts from your real data.

How does the cost compare?

A pilot starts from €5,000 fixed-price with unlimited users, compared to per-seat subscriptions forever plus the hidden cost of the spreadsheet workarounds. You get a fixed quote before we build.

Compare · QuickBooks

For teams outgrowing QuickBooks: keep the books, replace the workarounds.

QuickBooks is accounting software, and for accounting it's fine. The trouble starts when it's also the inventory system, the order tracker, and the operations hub. If your team is running the business out of QuickBooks plus a web of spreadsheets, the fix is a real operations system rather than a bigger accounting tool.

Book a Consultation See success stories

01Credit first

Where QuickBooks shines

We’re not here to trash a tool that works. If this list covers your needs, keep it.

Bookkeeping, taxes, and financial reporting, the job it was built for
Invoicing and payments for simple service businesses
Accountant familiarity: every bookkeeper knows it

02The breaking point

Where QuickBooks breaks for operations

Inventory is an afterthought

Item lists and quantity-on-hand can't model locations, serials, kits, or reorder logic. Teams end up with the real stock picture in a spreadsheet and QuickBooks perpetually out of date.

It can't run an order-to-ship flow

A sale that needs a stock check, a purchase order, and shipment tracking crosses three tools. QuickBooks sees the invoice. Everything before that happens in email and sheets.

Operations data gets forced into accounting shapes

Jobs, work orders, and production steps aren't journal entries. Modeling them as classes and memos makes both the books and the operations messier.

Per-seat pricing for non-accounting work

Warehouse and ops staff each need a paid seat just to look up stock, so you pay accounting-software prices for a read-only glance.

03The alternative

What we build instead

A system designed around your workflow, built fixed-scope and fixed-price, and you own the source code.

Inventory management software that matches your warehouse

Stock counts that don't match the shelf, emergency reorders, the part that's 'somewhere in the back': inventory chaos is usually a software problem. We build inventory systems around how your stock moves, from the sale that triggers the pick to the purchase order that refills the shelf.

Explore this solution

A custom ERP with only the modules you run on

Full-suite ERPs sell you ninety modules so you can use six, then charge per seat while your team fights the other eighty-four. We build ERP systems the other way: start from the workflows that run your business, build exactly those, and let the system grow with you.

Explore this solution

04Side by side

QuickBooks vs. a custom build

Dimension	QuickBooks	SpaceCraftersUniverse
Core job	Accounting & bookkeeping	Your operations: orders, stock, production, workflow
Inventory	Basic quantity-on-hand	Locations, serials, reorder points, live stock
Order flow	Invoice-centric	Sale → stock or PO → ship, one pipeline
Fit to your process	Fixed accounting model	Built around how your team works
Pricing	Per-seat subscription	Fixed-price build, unlimited users, you own it
Your accounting	Stays in QuickBooks	Stays in QuickBooks. We sync to it

05The switch

How the migration works

No big-bang cutover. Your current setup keeps running until the new system has proven itself.

01Map the operations QuickBooks is straining to cover: orders, stock, jobs, purchasing.
02Build the operations system around that flow, importing items, customers, and open orders.
03Sync invoices and payments back to QuickBooks so the books stay where the accountant likes them.
04Retire the spreadsheet layer so QuickBooks goes back to being just accounting.

06Proof

Teams that made the switch

Real systems running real operations today. Click through for the full story.

Auto Parts Distribution · Order-to-Ship Operations

Run sales, stock & shipping in one flow

smg-ops.app/sales-orders

SMG Autoricambi · Orders

8 open

Order	Customer	Item	Status
SO-4821	M. Rossi	Brake pads	In stock
SO-4822	Garage Lugano	Alternator	PO raised
SO-4820	A. Keller	Oil filter ×6	Shipped
SO-4819	AutoZug AG	Clutch kit	Backorder

One system for the whole journey, from a customer sale to finding the part in stock or raising a purchase order to shipping it to the client, with sales orders, inventory, suppliers, statuses, and analytics in one place.

Read the full story

Professional Services · Project & Invoicing Operations

See every project, and get paid

amicon.app/projects

AAmicon

Projects

New project

Active

Blocked

Unpaid

Pipeline value

€1.2M

Project	Client	Stage	Value	Invoice	Flag
Brunnen Setup	Brunnen Tech	Delivery	€34k	Sent	Due 5d
Kessler Audit	Kessler Group	Due diligence	€58k	Unpaid	—
Vega Restructure	Vega Holdings	Kickoff	€21k	Blocked	Blocked
Helios M&A	Helios Group	Delivery	€76k	Paid	—
Atlas Advisory	Atlas AG	Proposal	€12k	Draft	—

A command center for every project: what's at which stage, what's blocked, what's unpaid, and what needs attention, with invoices generated automatically in the background.