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Build a customer ordering to order completion

  • Posted:
  • Proposals: 65
  • Remote
  • #4516829
  • OPPORTUNITY
  • Awarded
Hassan A.Muhammad Kamran A.Dhawal T.Awais A.Thompson J. + 60 others have already sent a proposal.
  • 9

Description

Experience Level: Expert
We are looking for a quote to design and build a bespoke web-based internal intranet, CRM and order management system for TeamGrassroots.

The key requirements are:

1. Customer / Club CRM – A central customer database containing club/company details, multiple contacts, notes, communication history, previous quotes, orders, invoices and documents.

2. Enquiry & Lead Management – Record new enquiries, assign them to staff, set follow-up dates and move opportunities through stages from initial enquiry to quote, won or lost.

3. Quotation System – Create professional branded quotes using products/SKUs, quantities, personalisation, discounts, VAT and delivery, with automatic calculations and the ability to convert an accepted quote directly into an order.

4. Order Management – Manage the complete order journey through configurable stages such as payment, artwork, approval, stock ordering, production, quality control, dispatch and completion.

5. Visual Order Dashboard – A simple Kanban-style dashboard showing all live orders and their current status, allowing staff and management to immediately see where every job sits and what requires attention.

6. Artwork & Document Management – Upload and store club badges, sponsor logos, kit mock-ups, print/embroidery proofs, invoices, purchase orders and other documents against the relevant customer/order, including artwork approval status.

7. Invoicing, Payments & Margins – Generate invoices, record payments and outstanding balances, store buying and selling prices and calculate estimated gross profit/margin on individual orders.

8. Product & Production Management – Maintain a central product/SKU database and create production jobs for embroidery, DTF printing, heat press, engraving, trophies etc., with deadlines, priorities and production statuses.

9. Staff Tasks, Permissions & Audit Trail – Individual staff logins with appropriate permissions, assigned tasks/follow-ups, staff dashboards and a complete audit trail showing who made changes and when.

10. Scalable Customer Portal & Integrations – The system should be designed so that a future customer-facing portal can allow customers to view/accept quotes, approve artwork, view order progress, download/pay invoices, track deliveries and reorder. We would also like the architecture to allow future integrations with accounting software, email, DPD, payment providers, our website/shop and supplier/stock systems.

Key Requirement

The priority is simplicity and usability. We don't want a complicated corporate CRM. We want one central system that allows our team to manage the complete journey:

Enquiry → Quote → Order → Artwork → Payment → Stock → Production → Dispatch → Completion → Reorder

At this stage, we would appreciate an indicative cost and timescale for design and development, together with any recommendations on whether the project should be delivered in phases.

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Clarification Board Ask a Question

  • Satwinder S.

    Do you already have existing customer, product, quote, order and invoice data that needs to be migrated into the new system, or will the system start with a clean database?

  • Asad C.

    - For the configurable order stages, would you like management to be able to create, rename, reorder and skip stages themselves from the admin panel, or should the workflow be configured during development?

    - For quotes, invoices and margins, should the system support different VAT rules, customer-specific pricing/discounts and separate buying costs such as decoration, delivery and other production costs when calculating profitability?

    - For the Kanban and staff dashboards, should the system automatically highlight overdue orders, delayed artwork approvals, unpaid invoices and upcoming production deadlines so staff can immediately see what requires action?

  • VCONN P.

    Hi Paul, thanks for the invite. Having gone through the brief, this actually overlaps quite closely with internal CRM systems we’ve already developed — particularly around customer management, quotations, workflow tracking, billing, procurement, staff assignments and reporting.

    I’ve submitted our proposal along with two relevant case studies. One thing we’d be interested to understand is: which part of the current Enquiry → Quote → Order → Production journey causes your team the most manual work or delays today?

    We’d be very happy to discuss this further and show you the relevant systems we’ve already built. Looking forward to hearing your thoughts and hopefully taking the conversation forward.

    Best,
    VConn Pvt Ltd

  • Speqto technologies private limited

    A few important questions:
    1. Are your current customer, product, quote and order records in Excel/another system that need to be migrated?
    2. Which accounting, payment, email and stock/supplier systems are you currently using?
    3. For Phase 1, do you want manual payment/dispatch updates, or should we include any integrations from the start?

  • Muhammad Mohsin S.

    Hi, this looks like a great fit for a custom CRM/order management system. Do you already have an existing database or workflow that the new system needs to migrate from, or would we be building everything from scratch?

  • Mahmood U.

    Would you like the first phase to focus on getting the complete Enquiry → Quote → Order → Completion workflow live before adding management reporting and future integrations?

  • Khalid H.

    Please clarify the following questions:

    1. Do you already have an existing CRM, order system, website/shop, or accounting system that this application needs to connect with, or will this be a completely standalone system initially?

    2. For the quotation, invoicing, payments, and VAT calculations, which accounting/payment platforms are currently being used (e.g., Xero, QuickBooks, Stripe, PayPal), and do you require integration in Phase 1?

    3. How many staff users and different roles are expected to use the system, and are there specific permission levels or approval workflows required for areas such as quotes, discounts, payments, artwork approval, and production?

    4. Would you prefer the project to be delivered in phases, starting with the core CRM → Quote → Order → Production workflow, followed by the customer portal and third-party integrations, or do you expect the complete system in the first release?