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Legacy system modernization. Replace the old system. Keep the business running.

Webaroo rebuilds or replaces the software your company runs on, one workflow at a time, while the old system keeps working. No freeze, no weekend switch-over, no second system to feed by hand.

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Ask Roo: Could you replace our old system one workflow at a time?

ModernizeOne workflow at a time moves off the old system, and your team signs each switch while the rest keeps running.
Old system / One workflow / Your sign-off / New system
Routes to
FDE Pod (forward-deployed engineers), Workflow Agent
Checkpoints
Day 90 or 120 / Every switch

The old system, mapped. Then moved one workflow at a time.

Tests go around anything that moves money before a line of it changes, and your team signs off before any old path is turned off.

  1. Read the old system first

    We map what the system actually does, not what the documentation says. Every screen, report, integration, and the spreadsheet someone built to work around it.

  2. Tests before changes

    Before anything changes, we put tests around the parts that cannot break: anything that moves money, logs a person in, or writes to the record the business runs on.

  3. One workflow at a time

    The new system takes over one workflow while the old one keeps the rest. Both run side by side until the new one matches the old on every output.

  4. Data moves with proof

    Every record is migrated, reconciled, and counted in both systems. A row that does not match blocks the switch until it is explained or fixed.

  5. An agent on the steps that repeat

    Intake, approvals, and exception handling get an agent in the first release, with an approval gate on every action it takes. It ships with the workflow, not after it.

  6. Your team signs each switch

    The people who use the system daily run the parallel period and sign off before any old path is turned off.

One switch at a time. Old and new run in parallel first.

Four steps, repeated for each workflow. Every account the system depends on moves into your company’s name before the first one starts.

  1. Step 1

    Take control and map

    Every account the system depends on moves into your company's name, and the code and data are copied to storage you control. Then we map what the system carries. Output: its workflows, ranked by how much of the business depends on each.

  2. Step 2

    Cut the first slice

    Pick the workflow with the best ratio of pain to risk. List the data it touches and the systems it talks to. Connect the new system so it reads and writes the same records as the old one.

  3. Step 3

    Build and run in parallel

    The new workflow ships to a small group. Old and new run together and every output is compared. Each difference becomes a fix or a deliberate change you sign off.

  4. Step 4

    Switch and repeat

    The old path for that workflow is turned off. The next one starts.

Measured once. Gated at every switch.

One date for the program, and one gate before any old path is turned off.

  1. Day 90 or 120

    Checkpoint for a small or large pod. The work is measured against the number from the assessment, with every switched workflow's records reconciled against the old system.

  2. Every switch

    Before an old path is turned off: data reconciled, parallel period passed, rollback tested, your team signed off.

What usually goes wrong, and what we do.

UsuallyWith Webaroo
A full rewrite is one big launch at the end. Nothing reaches production until everything does.One workflow at a time. Each one switches only after it proves itself, and each switch is tested before the next one starts.
The business freezes while the new system is built. No changes to the old one, no new features, double entry at the switch-over.The old system stays in use while the new one is built. Both read and write the same records, so nothing is keyed in twice.
Data is migrated the weekend before launch and the surprises show up Monday.Data moves early and is reconciled on every run of the parallel period. The switch happens when the counts match, not when the calendar says so.
The new system reproduces the old one, bugs and workarounds included.We rebuild the workflow the business runs today, drop the workarounds, and put an agent on the steps that repeat.
The vendor leaves at launch with the knowledge in their heads.Your team runs the parallel period and signs each switch. The pod stays on a 12-month term, and the documentation is written as we go.

Where the work goes. The products this build runs through.

  • A dense pod seated inside your own company, wired to the systems it ships to.

    Your team / The pod / Production

    FDE Pod

    Engineers inside your business, building on the systems you run.

    Webaroo's FDE Pod is a pod of forward-deployed engineers who work inside your company and put AI to work on the systems you already run.

    See how a forward-deployed pod works
  • Steps run along one line. Approvals fork off to a person and come back.

    Received / Classified / Approval / Updated

    Workflow Agent

    One workflow, handled start to finish.

    Webaroo's Workflow Agent takes one workflow your team runs today.

    See Workflow Agent

What counts as legacy

A custom application nobody can change safely. A database with ten years of records and no documentation. A vendor system the business has outgrown. A spreadsheet that became the system of record. If people work around it every day and nobody wants to touch it, it qualifies.

What we keep

Not everything old is broken. Integrations that work stay. Reports people trust stay. The data stays, moved and reconciled. We replace the parts that block the business and leave the parts that do not.

When not to replace it

If the system works and the pain is one workflow, we build around it instead. A Workflow Agent in front of the old system, or an integration beside it, is often the better first move. Start with the assessment.

What you own at the end

A system your team can change, documented as it was built, with tests around the parts that move money.

What owners ask before the first call.

No. The old system keeps running throughout. Each workflow moves to the new system only after it has run in parallel and your team has signed off, and the old path stays available as the rollback until then.

Workflows move to the new system one at a time across the pod's 12-month term, so the length depends on how many workflows the system carries. The checkpoint is at day 90 for a small pod or day 120 for a large pod, measured against the number from the assessment.

How every pod is measured at day 90 or 120

Every record is migrated and reconciled against the old system before a workflow is switched. A mismatch blocks the switch until it is explained or fixed, and the old system remains the record of truth until then.

Webaroo replaces custom applications, undocumented databases, vendor software the business has outgrown, and spreadsheets that became the system of record. Integrations and reports that work are kept.

It runs as a pod: a monthly fee on a 12-month term, with a checkpoint at day 90 for a small pod or day 120 for a large pod. There is no hourly billing. Half the assessment fee is credited, only toward a 12-month contract.

Name the system you want to replace. A straight answer first.

The first paid step is your AI strategy, a 10-day AI readiness assessment: AI inventory, risk tiers, the top 3 workflows with today's numbers and a 90-day plan.

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