Custom CRM and monday.com consultants in South Africa
Vanta Flows is a business systems team based in Pretoria, Gauteng. We build custom CRM and operations platforms on subscription, and monday.com and Make.com systems, for South African businesses and for international clients in the US, the UK and Australia. South African clients contract with our South African entity and are billed in rand; clients elsewhere contract with our US entity in US dollars. This page covers who we are, what we build locally, how billing and POPIA work, and how we run engagements across time zones.
By Aidan Maguire, Founder, Vanta Flows · Published · Updated
Who we are
Vanta Flows was founded in 2023 by Aidan Maguire, who leads every build from Pretoria. The team is small by design: Aidan Maguire, founder and systems architect, and Henco van den Berg, running operations and lead qualification. The person writing your proposal is the person building your system. There is no bench of juniors, no handoff to offshore developers and no account manager in the middle.
Most of our track record is international. On Upwork, Vanta Flows has completed 22 projects for international clients, with Top Rated Plus status and 100% Job Success. That is the same monday.com, Make.com and custom integration work we offer South African businesses. See the Upwork profile.
What we build for South African businesses
- Custom CRM and operations platforms. Pipelines, quoting engines, client portals, finance views and integrations, built around how your business runs and delivered on subscription. See Custom Systems.
- monday.com systems. Workspaces, CRM, pipelines, roles and reporting built properly, with SOPs inside the tool, training and a 30-day support window. See Platform Services.
- Make.com automation. Production-grade scenarios with error handling, retry logic and logging into monday.com or Slack, so failures surface in 60 seconds, not 60 days.
- Dashboards and integrations. Live KPI dashboards and custom API integrations between the tools you already use.
- Websites for South African service businesses. A professional single-page site with a contact form, WhatsApp link, SSL, hosting and updates, from R2,900 setup plus R349 a month. See Products.
- Website chatbots. An AI chat agent that answers questions, captures leads and books calls, from $150 a month with setup included.
Local proof: Clinzo
Clinzo is a multi-tenant booking and client-management platform for beauty and aesthetics businesses (clinics, nail and hair salons), built and operated by Vanta Flows. It runs at clinzo.co.za. It is the clearest local example of the kind of system we build: one platform serving several businesses, each with its own bookings and client records, live in production.
Clinzo is one of our own products, so it has its own terms. For client work, read the case studies: a custom quoting platform for a US signage manufacturer, and three monday.com and Make.com builds that between them returned over 100 hours a month to their operations teams. You can also try the live demo of Vantage, the CRM we run Vanta Flows on.
Billing in rand or US dollars
Two contracting parties share this website and trade as Vanta Flows. Which one you contract with depends on where you are:
| South African clients | Clients outside South Africa | |
|---|---|---|
| Contracting party | Aidan Maguire trading as Vanta Flows, Pretoria | Vanta Flows LLC, a Wyoming limited liability company |
| Billing currency | South African rand (ZAR) | US dollars (USD) |
| Governing law | South Africa | Wyoming, USA |
Your proposal, service agreement or invoice names your contracting party and states the price in your currency. Published prices on this site are in US dollars for custom systems and retainers, and in rand for our websites; the Platform Services page shows retainers as $2,000 to $5,000 a month. Fees exclude taxes, which are added where they apply, and payments are processed by Stripe and PayFast. The detail is in our Terms of Service, and what a custom system costs is in our custom CRM cost guide.
POPIA and your data
The systems we build hold your customers' and staff's personal information, so how we handle it under the Protection of Personal Information Act matters. In POPIA's terms:
- For data you put into a system we build and host, we act as an operator. We process it on your behalf and only to provide our services. You remain the responsible party.
- For information we collect about you, such as contact form submissions, we are the responsible party. Our Privacy Policy sets out what we collect, why and who we share it with.
- The systems we host run on Supabase and Netlify. We and our providers process personal information in South Africa, the European Union and the United States. For personal information about people in the European Union, we rely on standard contractual clauses or an equivalent safeguard.
- You own your business data. When a hosted service ends, you can export it in a standard format for up to 30 days.
- If you have a complaint about how personal information is handled, you can take it to the Information Regulator.
We describe ourselves as POPIA and GDPR aware. What matters in practice is the operator relationship, where data is processed, and your right to take your data with you, and all three are covered above.
How engagements run across time zones
Our working hours are 09:00 to 18:00 South African Standard Time (UTC+2), and most of our clients are international, so the way we work is built for distance:
- One audit call to start. Thirty minutes on video. We spend the first 5 minutes on what is broken and the rest on whether we can help, and we tell you yes or no within 48 hours.
- Weekly shippable milestones. You see progress on the real system every week, not at the end of a six-week black box.
- Written over meetings. A written diagnosis, a blueprint you approve before we build, and a Loom training library mean your team can review in its own time.
- Replies within 1 business day.
In practice, South African clients share our hours exactly and UK clients share most of them. US East Coast clients overlap with our afternoon, which is their morning. Australian clients see our updates in their evening and reply before our next morning.
Choosing a systems partner in South Africa
Whoever you talk to, ask three questions. Will the person who scopes the work be the person who builds it? Who owns the data and the system if you leave? Can you see something they built that is running today? Our answers: yes; you own your data and can buy the system out; and Clinzo and the Vantage demo are running now.
If you are on monday.com today, read seven signs your business has outgrown monday.com before deciding anything, and our custom CRM vs monday.com guide for the cost comparison.