You only have two hands.
Spare Octopus handles the rest. We build custom AI software into the tools your team already uses, so the busywork does itself.
What we build
Custom software with AI inside, made for how your team already works.
- AI automations
Repetitive work that runs on its own: follow-ups, reminders, data entry, approvals.
- AI assistants
Chat and email assistants that answer customers and staff, trained on your business.
- Portals and internal tools
Dashboards, admin panels and partner portals your people actually log into.
- Integrations
Your CRM, inbox, sheets and accounting finally talking to each other.
- Documents and data
Invoices, forms and PDFs read, checked and entered for you.
- Reports and insights
The numbers pulled together and sent before the meeting starts.
Not sure which one you need? Tell us the problem and we’ll suggest the build. Or see our work.
If your team does it every day, we’ll automate it.
One example from a sales team: a new enquiry, start to finish.
- 1An email comes in
Rahul asks for 40 units. A ticket is created and given to Aman, on its own.
- 2The team gets reminded
No reply yet, so Aman is reminded on the same thread. He follows up and books a call.
- 3The call fills in the details
What Rahul says on the call, plus his emails and chats, fills in the ticket.
- 4Aman approves in one click
Nothing changes in the CRM until a person says yes.
An email comes in Rahul asks for 40 units. A ticket is created and given to Aman, on its own.
WhatsApp · to AmanReminder: Rahul Mehta is waiting for a reply on his enquiry.
Bulk order enquiry, 40 units
Rahul Mehta, Mehta Exports · Assigned to Aman Kulkarni
Status New
Deal value
Decision maker
Delivery dateShipping
Next stepSend revised quoteWriting…Tools we work in
- Tally
- + yours
Not listed? If it has a login, we can usually build on it.
Meet your
spare octopus.
Eight arms, any workflow. If your team does it every day, one of them can take it.
- SalesFollow-ups, quotes and CRM updates
- Customer supportCommon questions answered fast
- FinanceInvoices raised, sent and chased
- OperationsOrders, stock and handovers tracked
- ReportingNumbers ready before the meeting
- Admin and data entryForms, sheets and records filled in
- SchedulingCalls booked without the back-and-forth
- Anything your team repeatsIf it happens every day, we can automate it
Built by an engineer who works inside your business, right in your inbox, CRM, sheets and chats. Your team keeps the work that needs a person.
- 01Learns how you work
Sits with your team and maps the busywork.
- 02Finds what AI can take over
Picks the tasks worth automating first.
- 03Builds it into your tools
Your inbox, CRM, sheets and chats. Nothing new to learn.
- 04Hands it all over
Trains your team. You own everything.
Things we’ve built
In-house builds for a B2B software company, still in daily use. Screens recreated, names changed.
Gmail · Sales inboxRe: Bulk order enquiryAman Kulkarni Tue 10:00
Hi Rahul, just following up on your enquiry. Do you have a delivery date in mind?
Sent automatically on the same threadSales
Enquiries that follow up and fill themselves in
Every enquiry gets an owner, a reminder and a filled-in ticket. Nothing goes cold in the inbox.
OpenPartner portal · Deal registrationsDEAL-142
Apex Logistics, 120 seats
Description
Registered by Northwind IT. Field sales team rolling out in Pune and Mumbai.
Documents
NDA_Apex.pdf
- Status
- In review
- Partner
- Northwind IT
- Value
- ₹9,60,000
- Expires
- 3 days
- Owner
- AKAman
Partners
A portal where partners track every deal
Partners register and follow their deals themselves. No more spreadsheet back-and-forth.
OpenGmail · CRM sidebarPriya Shah
We’d like to add 15 more users when we renew…
From your CRM
Bluestone Retail
- Use case
- Field sales
- Licences
- 40 seats
- Expires
- 12 Dec
- Renewal
- ₹6,80,000
- Owner
- Aman
Sales
The customer’s CRM record, inside Gmail
Sales sees licences, renewals and owners without leaving the email.
Open
Start with a free pilot.
We pick one real workflow in your business and build a small working proof of concept, free. See how we work before you decide anything.
Full builds are one fixed price, quoted after the consultation. No retainers.
- 30 min · freeConsultation
- A few days · freePilot
- About 2 weeks · fixed priceFull build
- You own everythingHand over
Why not hire your own engineer?
You can. Here’s how long it usually takes before any work starts.
Hiring your own
about 18 weeks
A Spare Octopus build
live in 2 weeks
Typical timelines for a mid-level engineering hire in India. Yours may vary.
No recruiting / Already trained / One fixed price
What usually drops
Typical results from the builds above.
Leads left without a follow-up
▼85%fewer
Every enquiry gets a ticket, an owner and a reminder.
Time to the first reply
▼10 minfrom 2 hrs
Follow-ups go out on their own, on the same thread.
Time spent on data entry
▼5 hrsa week, per person
Calls, emails and chats update the records instead.
Typical ranges from our builds, not guarantees. Your numbers depend on your workflow.
Questions owners ask
Do I need to buy new software?
No. We build inside the tools you already use: your email, CRM, WhatsApp, Tally, Excel or Google Sheets. Your team keeps working where it already works.
Do you work with Tally and Excel?
Yes. Many of our builds read from or write to Tally, Excel and Google Sheets, so the numbers stay where your accounts team expects them.
Who owns what you build?
You do. The code, the accounts and the data are yours from day one, and we hand everything over with training.
What does it cost?
The consultation and the pilot are free. A full build is one fixed price, quoted after we understand the work. No retainers, no surprises.
How long does it take?
A pilot takes a few days. Most full builds go live in about two weeks.
What if something breaks?
We support every build after launch. Message us on WhatsApp like you would a teammate, and we fix it.
Tell us what slows your business down.
A free 30-minute consultation. If AI can’t help, we’ll say so.
Or pick a time on the calendar · message us on WhatsApp · hello@spareoctopus.com