Build a customer ordering to order completion

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.