Case Study: JMOS for Jeota Media

One system that runs a media company

Venda Technologies designed and built JMOS, the Jeota Media Operating System: a single web platform that takes Jeota Media from first enquiry to signed contract, delivered project, and tax-compliant invoice.

Jeota Media is a photo, video, and social media production company based at Keystone Park Riverside, Nairobi. Before JMOS, its sales, production, and finance work lived in separate tools, inboxes, and spreadsheets. Today it runs in one system that the whole team uses on desktop and mobile.

The challenge

Jeota Media was growing faster than its tools. Every project touched four or five disconnected systems, and the team spent hours moving the same information between them.

• Leads went cold in inboxes. Enquiries arrived by phone, email and WhatsApp, with no single place to log calls, book discovery meetings or see what stage a deal had reached.

• Quotes took too long. Each quotation was built by hand, priced from memory and sent as a separate file, so clients waited and pricing varied between staff.

• Winning a deal created admin, not momentum. Once a client said yes, someone had to set up the project, brief the crew, raise the deposit invoice and schedule the kick-off, all manually.

• Contracts slowed every start. Agreements were edited in Word, printed, signed, scanned and emailed back, often delaying shoots.

• Tax compliance was a monthly scramble. Kenyan creative-services rules (0% VAT, 5% withholding tax, eTIMS receipts for deductible expenses) had to be tracked by hand.

• Nobody had the full picture. Leadership could not see pipeline, production and cash flow in one view.

Jeota Media did not need another off-the-shelf app to bolt on. It needed one system shaped around how a Kenyan production company actually works.

Our approach

We started with the business, not the software. Venda mapped Jeota Media's real journey, from the first call with a prospect to the final invoice, and built the system around that journey.

1. Discovery. We sat with sales, production and finance to document every step, handover and document the business produces: quotations, contracts, invoices, call sheets and expense records.

2. One record, everywhere. We designed a single data model so a client, a deal, a project and an invoice are linked. Information is entered once and flows to every department.

3. Automate the handovers. Wherever a person was copying data from one place to another, we made the system do it. Winning a deal now sets up the work automatically.

4. Build for Kenya. KRA eTIMS rules, KES pricing, M-Pesa payments and WhatsApp as a primary client channel were designed in from day one.

5. Ship small, ship often. We released in versions, putting working features in the team's hands early and refining them from daily use.

The guiding rule was simple: if the team does it more than once a week, the system should do it for them.

What we built

JMOS covers the full client lifecycle in eight connected modules. Each one hands its data to the next, so the team never re-types a client's details.

JMOS client lifecycle · lead to delivery

A quote turns into a contract in one click, and a won deal creates the project, invoice, and alerts on its own.

1. Leads and CRM

Every inquiry is captured as a lead and moved through qualification stages. The team logs calls, books Google Meet discovery sessions in one click, and converts a qualified lead into a company account, its contacts, and a pipeline deal in a single step.

2. Sales pipeline

A Kanban board shows every deal by stage, from first contact to won. Leadership sees the value of the pipeline at a glance, and each card links back to the client's full history.

3. The cascade engine

This is the heart of JMOS. When a deal is marked won, the system automatically:

• creates the delivery project,

• generates the production tasks for each service sold, from reusable service recipes,

• raises the deposit invoice,

• and alerts the team.

Work that used to take an afternoon of admin now happens the moment a client says yes.

4. Budget calculator and quotations

Staff build itemised quotations from a branded budget calculator with consistent pricing. Quotes generate as PDFs and go out by email or straight to the client's WhatsApp. Clients open a secure link, review the quote and approve it online.

5. Contracts and e-signature

A quotation becomes a contract in one click, with the client, fee, services and deliverables filled in. The agreement is generated from Jeota Media's own legal template, showing only the clauses for the services sold. AI can revise the wording, and the team edits it inline before sending.

Clients sign on any phone through a private link: they draw their signature, accept the terms and submit. JMOS then locks the signed text and stores a SHA-256 fingerprint, the signer's details, IP address and timestamp as a tamper-evident record. The director's signature is applied automatically, and both sides receive confirmation.

6. Invoicing and KRA eTIMS compliance

Invoices are issued eTIMS-compliant, with Kenyan creative-services rules built in: 0% VAT on professional creative services and 5% withholding tax. Production expenses are logged with the supplier's KRA CU invoice number and receipt, so deductible costs are ready for filing. Clients view invoices through signed, secure links, and payment can be taken by M-Pesa or bank.

7. Production workspace

Each project has its own workspace with tasks, owners and deadlines, plus its brief, treatment, playbook and Google Drive folders. Built-in team chat keeps conversations next to the work they are about.

8. Calendar, alerts and mobile

JMOS syncs both ways with Google Calendar and creates Google Meet links for meetings automatically. It installs as an app on Windows, Mac, Android and iPhone, and real-time push notifications tell each person when something needs them. Branded email notifications cover task assignments, meeting reminders, invoice statements and deal-won alerts.

Under the hood

JMOS is a modern Laravel application built to be fast, secure and easy for Jeota Media to own long term.

Integrations

Security and records

• Role-based access: finance and contracts are restricted to owners.

• Client-facing quotes, invoices and contracts use signed or unguessable links, never public pages.

• Signing is rate-limited, and every signed contract is locked with a SHA-256 fingerprint and audit trail.

• Configuration, API keys and mail credentials live in server environment settings, not in the code.

Delivery and rollout

JMOS went live early and has improved in steady, versioned releases ever since, from the v2.5 series through to v2.7.

• One-click upgrades. We built an upgrade system into JMOS itself. Each new version ships as an upgrade package that Jeota Media installs from its own dashboard, with no developer access to the server needed.

• Features driven by daily use. Many modules came directly from team feedback. Client contracts with e-signature, for example, were added in v2.6 after the team asked for a faster way to get agreements signed.

• Their brand on every touchpoint. Quotes, invoices, contracts and emails all carry Jeota Media's identity, so clients see a polished company, not a software vendor.

• Training and handover. Setup guides cover every integration, from Google Cloud and KRA eTIMS to email, push notifications, WhatsApp and payments, so the team can manage its own system.

Results

Jeota Media now runs sales, production, finance and compliance from one system, and every department works from the same live information.

• From yes to kick-off automatically. A won deal produces the project, tasks, deposit invoice and team alerts with no manual setup.

• Quotes out the same day. Consistent, branded quotations reach clients by email or WhatsApp and can be approved online.

• Contracts signed in minutes, not days. Clients sign from their phones, and every agreement carries a tamper-evident record.

• Compliance built in. VAT, withholding tax and eTIMS expense records are captured as the work happens, not reconstructed at month end.

• One view of the business. Leadership sees pipeline, active projects and cash flow in a single dashboard.

In numbers

Add real figures from Jeota Media before publishing. Suggested measures:

What the client says

"[Quote from Jeota Media's director about the impact of JMOS.]" — [Name], Director, Jeota Media Limited

Build the system that runs your business

Every business has its own way of working. Venda Technologies builds software that fits it, instead of forcing your team to fit the software.

If your team is juggling spreadsheets, inboxes and disconnected apps, we can map your workflow and build one system that runs it, from first enquiry to final invoice.

Talk to Venda Technologies about your system. Visit vendatechnologies.com to start a conversation.

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