Beyond spreadsheets: VALO Systems talks business systems and AI on SAUMA HD Radio

Three themes ran through the discussion: technology should follow the business problem; AI needs reliable information and accountable people; and meaningful change can begin with one carefully chosen workflow.

• Trace the workflow before selecting software.
• Give AI reliable information, a defined process, and accountable human oversight.
• Improve one meaningful bottleneck before attempting to digitise the whole business.

VALO Systems is a South African technology company based in Midrand.

We build websites, software and AI-powered solutions that help businesses work better and grow.

Many businesses still manage important work through WhatsApp messages, spreadsheets, emails and systems that don't communicate with one another. We first understand how the business operates, identify where work is getting stuck, and then build the right solution around that.

In simple terms, we turn manual and disconnected processes into systems that are easier to manage, track and scale.

The clearest sign is when people repeatedly capture the same information.

For example, an order arrives on WhatsApp, gets copied into a notebook, then entered into a spreadsheet and later captured in another system. Every extra step creates another opportunity for a delay or mistake.

Other warning signs include missed follow-ups, conflicting spreadsheet versions, reports that take days to prepare, and processes that depend entirely on one employee.

If business growth is creating more administration, more errors and less visibility, the systems have probably not grown with the business.

AI adds value when it solves a real business problem - not when it is added simply because it is fashionable.

It can help businesses read and organise documents, answer routine customer questions, qualify potential leads, analyse operational information and identify opportunities such as suitable tenders.

That is especially valuable for smaller businesses because it can increase what a small team is capable of doing without immediately increasing overheads.

But AI is not magic. It still needs reliable information, a clear business process and human oversight. It should help people make better decisions, not remove responsibility and accountability.

The myth that buying more software will automatically make a business more efficient.

Technology cannot fix a process that nobody properly understands. Sometimes another application only creates another password, another subscription and another place where information gets lost.

We should begin with the business problem, not the technology.

Where are we losing time? Where are mistakes happening? Where are customers becoming frustrated?

Once we understand the real bottleneck, we can decide whether the answer is new software, connecting existing systems or simply improving the process.

I see VALO Systems becoming one of the most trusted technology partners for growing African businesses, starting here in South Africa.

We want to continue building custom systems for businesses while also expanding our own platforms. One example is Bidlytic, which helps businesses find, evaluate and track tender opportunities more effectively.

But our vision is bigger than simply becoming a larger software company. We want to build practical technology that solves problems in our market, create opportunities for young local talent and demonstrate that world-class systems can be built right here in South Africa.

Don't immediately buy another system.

Choose one important process in your business and follow it from beginning to end. It could be how you receive and fulfil an order.

Ask: Where does the order begin? Who receives it? Where is the information captured? Who handles it next? Where do delays and mistakes normally happen?

That exercise will usually reveal the real bottleneck.

Then improve that one part first. A business does not need to digitise everything overnight. Start with the problem causing the most pain and build from there.

The easiest place to start is our website at valosystems dot co dot za.

They can also WhatsApp us on 061 322 4089 or email us at info at valosystems dot co dot za.

They don't need to know exactly what type of system they need before contacting us. They can simply explain where work is getting stuck or what they would like the business to do better.

We can help them understand the problem and identify a practical starting point.

A good example is the platform we developed for Convenient Gas Solutions.

Previously, customer orders and delivery communication could easily become scattered across WhatsApp messages and phone calls. That made it difficult to see which orders were pending, which driver was responsible and whether a delivery had been completed.

We built a system that allows customers to place and track orders while the business manages those orders, assigns drivers, sends updates and monitors deliveries from one place.

The important part is that we didn't simply build a website. We built a system around the way the business actually operates.

The opportunities are much broader than becoming a software developer.

Technology also needs designers, data specialists, cybersecurity professionals, cloud engineers, business analysts, product managers, support specialists and people who understand both customers and technology.

Young people also have access to learning resources and powerful tools that were previously expensive or difficult to obtain. But completing courses is only the beginning.

My advice is to start building. Identify a real problem in your school, community or local business and create a small solution for it. A working project demonstrates curiosity, initiative and practical ability far better than a certificate on its own.

South Africa has many challenges, but for someone entering technology, every challenge can also represent an opportunity to build something valuable.