Straight answers about working with MindHARBOR

Our work can be technically complex. Working with us should be straightforward.

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Since January 2000, MindHARBOR has helped businesses fix problems, build custom

solutions, and bridge the gaps between their systems. We start with your business needs,

explain the options, and work with you to choose a practical path forward.

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Fix. Build. Bridge. Custom Solutions. Not Products.

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Who does MindHARBOR work for?

We work for you.

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MindHARBOR is an independent software development and systems integration provider. Our recommendations are based on your operations, priorities, and budget.

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That may mean improving what you already have, connecting systems, replacing a troublesome process, or helping you prepare for a larger change.

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What kinds of work can you help with?

We provide custom software development, ERP integrations, APIs and middleware, workflow automation, SQL and data services, reporting, business applications, and AI solutions.

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Projects range from a specific reporting or performance problem to applications and integrations supporting multiple departments or systems.

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We work with wholesale distributors, manufacturers, and other businesses. Prophet 21 is a major area of expertise, and our services also support other ERP systems and business applications.

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Do we have to move to SaaS, or can you help us keep our on-premises system?

We can help you evaluate either path—and prepare for a change without rushing into one.

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If your current system still serves your business, we can help improve performance, maintain custom applications, modernize reporting, and connect it to newer tools. The available options depend on your system’s condition, security requirements, vendor support, and technical constraints.

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If you are considering SaaS or another ERP, we can review your customizations, reports, integrations, and automated processes before migration. That helps identify what can carry forward, what needs to change, and what the transition may require.

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Our role is to help you make an informed decision based on your operations, budget, and priorities. We work for you.

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Can you help us evaluate, prepare for, or implement AI?

Yes. We can help with MindHARBOR-developed AI solutions, tools from your ERP vendor, and applications from other providers.

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We start with the business problem: what should AI help your employees do, which information does it need, and how will you know it is delivering value? That may involve finding information, assisting with orders, reviewing documents, or reducing repetitive work.

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Good AI starts with reliable data and clear boundaries. Preparation may include cleaning up duplicate or inconsistent records, identifying authoritative information, reviewing access permissions, and defining which actions require human approval.

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We also help evaluate practical concerns: where your data goes, how it is stored and used, whether it may be used for model training, and how the tool connects to your existing systems. Those answers depend on the provider, configuration, and agreement.

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AI can produce incorrect or incomplete answers—even when they sound confident. We plan appropriate validation, employee review, logging, and exception handling based on the task and its potential impact.

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Whether you are exploring your first use case or already working with an AI provider, we can help assess readiness, connect the systems, and put a practical implementation plan in place.

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How do we get started?

Start with a conversation about what is happening, what you want to improve, and which systems are involved. You do not need a finished technical specification to contact us.

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For new customers, we offer a free initial consultation of up to one hour. When enough information is available, we can provide an initial estimate. Larger or more complex projects may require billable discovery, approved by you in advance.

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For existing customers, we review and estimate requests before proceeding. Consulting time spent evaluating and planning that work is billable and included in project invoices.

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What happens during discovery?

Discovery helps us understand the workflow, systems, data, technical constraints, and expected result.

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Depending on the project, this may include reviewing existing customizations, talking with employees, examining integrations, or investigating a technical issue.

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The goal is to define a workable approach and give you a clearer understanding of scope, effort, dependencies, and potential risks before development begins.

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How do you estimate and bill projects?

Our services are custom, and we generally work on a time-and-materials basis. We provide estimates for budgeting and bill for the actual time spent by our team.

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An estimate reflects the scope and information available at the time. Discovery findings, changing requirements, or unexpected technical conditions can affect the effort required.

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We communicate throughout the engagement and discuss material changes so you can make informed decisions about the work.

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Who owns the software, and do you reuse your work?

Our standard approach is to retain ownership of the software and reusable components we develop, while providing clients with rights to use the delivered solution under their project agreement. Exclusive ownership of all work product is not included by default.

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This approach benefits our clients. Where appropriate, we build on existing code, tools, and proven approaches rather than charging each customer to develop everything from scratch. Reusing and adapting that work can reduce development time, cost, and technical risk.

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Your project benefits from our previous experience, and reusable improvements developed during an engagement may also benefit other clients.

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Your business data and confidential information remain yours. Reuse does not include sharing your confidential information with other customers.

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Usage rights, source-code delivery, modification rights, and any ownership exceptions are defined in the applicable agreement. If your company requires exclusive ownership or specific intellectual property terms, please raise those requirements before we scope and price the work.

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How do you handle changes in scope?

Business needs can change, and a project may uncover requirements that were not visible at the beginning.

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When a request or finding changes the agreed scope, we discuss the impact on time, cost, and schedule before proceeding with the additional work.

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Support, training, meetings, and assistance outside the original scope are billable. Estimates typically do not include excessive meetings, travel, or related expenses unless specifically stated.

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How do testing and rollout work?

We work with your team to confirm that the solution meets the agreed requirements.

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Depending on the project, this may involve a test environment, sample transactions, user acceptance testing, and a planned production rollout. Your employees help verify that the result fits the actual business workflow.

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Testing requirements and rollout responsibilities are established as part of the project.

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Can you work with our IT team, ERP vendor, or other providers?

Yes. We can work alongside your internal staff, ERP provider, managed IT provider, and other software vendors.

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We help identify responsibilities and technical dependencies so the people involved understand what is needed to move the project forward.

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Where is your team located?

Our experienced team is based in the United States, and our work is performed remotely.

This lets us collaborate directly with your employees and technical providers while keeping travel costs and scheduling overhead low.

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How often will we receive invoices?

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We generally invoice every two weeks for time worked during the preceding two-week period.

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Time is billed in 15-minute increments, with a one-hour minimum unless a monthly services retainer agreement provides otherwise.

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Larger projects may use invoice milestones defined in the approved quote or statement of work.

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What are your payment terms?

Invoices are due upon receipt.

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We accept checks, ACH payments, and credit cards. Credit card payments include a 2% transaction fee.

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Additional purchases and expenses are agreed upon in advance and billed at cost plus 20%.

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Do you provide support and training?

Yes. We can provide support, troubleshooting, training, and assistance with the solutions we develop.

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Time spent by our engineers and staff is recorded and billed. Any ongoing service or retainer arrangement is defined separately.

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Existing customers can submit requests through our support ticket page.

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What are your business hours?

Our normal business hours are Monday through Friday, 8 a.m. to 5 p.m. Eastern.

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After-hours, weekend, and holiday work is limited and must be arranged in advance when possible. Approved work during those periods is billed at 1.5 times the applicable hourly rate.

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If your project requires a scheduled cutover or work outside normal hours, discuss that with us during planning.

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Let’s talk about what you need

Have a process that takes too much manual effort? Systems that do not communicate? A report you cannot trust? Questions about AI or the future of your ERP?

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Tell us what is getting in the way. We’ll help you understand the options and identify a practical next step.

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Explore How We Can Help

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• Services → Explore our capabilities in custom development, integrations, automation, AI, SQL, and reporting.

• Solutions → Find practical ways to solve business problems and improve everyday workflows.

• Industries We Serve → See how we help distributors, manufacturers, and other businesses.

• Prophet 21 Services → Explore P21 enhancements, integrations, reporting, AI, and options for on-premises and SaaS environments.

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Fix. Build. Bridge. Across the Supply Chain.