Administrative Processes

If your team spends the day moving data around, that's costing you money

At Xubit, we build custom management systems for Argentine companies that keep their operation running on Excel, email and a parallel layer of spreadsheets. We start by measuring what that manual work costs. Then we decide together what to build.

Tell us about your process
  • 15 years in critical systems
  • We measure before we propose
  • First step: USD 1,200
The problem

The parallel system nobody decided to build

Almost no company decides to run on spreadsheets. You end up there gradually: the system didn't cover something, someone put together an Excel file to solve it, and over the years that parallel layer became the real system. It works, but it depends on the people who know how to use it.

Does any of this sound familiar?
  • There's an important piece of data living in a spreadsheet that only one person handles.
  • Every month-end close means redoing the same manual work to pull the numbers together.
  • Answering one question means opening three files and an old email.
  • When someone takes time off, part of the process stalls.
  • The same data gets entered more than once, in different places.
  • If the volume doubled, you'd have to add people to keep up.
  • Nobody can say for certain where something stands without asking someone else.

If three or more of these are true, the cost isn't the time: it's that the process depends on people's memory, not on a system. That can be measured, and that's the first step.

Case studies

The same method, across different industries

We're not specialists in one sector: we're specialists in administrative processes. Here's what that means in practice.

45% less administrative workload in 8 weeks

Internal processes 100% manual over Excel and email, with up to 3 business days per request.

"XUBIT transformed the way we manage our internal processes. What used to take 3 days now gets resolved in hours."
Coop. Horizonte LTDA.
Coop. Horizonte LTDA.Administrative Management · Energy
Read full case (in Spanish)

E-commerce launched in 6 weeks with +30% conversion

No online sales channel — relied solely on distributors and physical stores.

"They built a functional, intuitive e-commerce that was perfectly aligned with our brand. Online sales grew 30% in the first quarter."
Rodados Aurora
Rodados AuroraCommercial Direction · Manufacturing
Read full case (in Spanish)

60% less time spent managing contributions

Member contributions tracked in outdated Excel spreadsheets, with delays and reconciliation errors.

"We went from Excel to a real-time system. We're now agile in analyzing, recording and overseeing our members' contributions."
OSTIG Salud
Obra Social del GasContributions Department · Healthcare
Read full case (in Spanish)

3 systems in 1 · web + iOS/Android apps + CRM

Disconnected systems: an outdated website, no app for owners/tenants, manual backoffice.

"Xubit delivered everything we needed in a single project. The integration between every part is seamless."
Administración Ferri
Administración FerriGeneral Management · Real Estate
Read full case (in Spanish)
Who's behind it

Engineering with a history in critical systems

Technical Direction

Iván Sánchez

15 years building production software for banking and fintech: Santander Tecnología, Banco Hipotecario, Banco Supervielle, Kavak and ITTI Digital (a platform handling over 8 million weekly operations). Traceability, auditing and sensitive data are nothing new.

Direction

Juan Manuel Servente

Product, design and client relationship. Responsible for making sure what's delivered is understood and used, not just that it works.

LinkedIn

We don't outsource or resell. The team that designs the architecture is the same one that builds and maintains it. Xubit is a member of the NVIDIA Inception program.

Your number

What manual work costs you today

Move the three sliders and see the annual cost. It's not a promise of savings: it's what you're paying today to do the work by hand.

3
10h
$15,000

Annual cost of manual work

$23,400,000 ARS / YEAR

That's the annual cost of manual work based on the values you entered. In the process assessment, we measure it with real data from your operation.

First step

Process Assessment

Two to three weeks. We measure the real process with your team and deliver the map, the annual cost in hard numbers, the proposed architecture, and a working prototype. The project's scope and price come from that, not from an estimate.

  • Full map of the current process
  • Annual cost in hard numbers
  • Proposed architecture
  • Working prototype
  • Defined project scope and price
USD 1,200

Fully credited against the project if you move forward within 60 days.

Tell us about your process

Frequently asked questions

It works when there's an administrative process that repeats and is handled by hand today. What industry you're in matters less than that. If the numbers show it isn't worth it, we'll tell you.
Not necessarily. It's usually better to integrate what already works and build the rest around it: whatever you handle with spreadsheets today. The process assessment determines what makes sense in each case.
The data is yours and is exported in full, on request, in a standard format. For regulated organizations we offer source-code escrow and a perpetual usage license over what was delivered.
We tell you, and we don't move forward. We'd rather do that than sell you something that doesn't pay for itself. You keep the assessment either way.
Tell us about your process

We reply within 24 business hours

We look at the process, measure what it costs today, and tell you whether we can help. If it doesn't add up, we'll tell you that too.

We reply within 24 business hours.

Program NVIDIA Inception Program

Xubit is a member of the NVIDIA Inception program, the global network of startups building with AI.