Custom Contractor Management System (Replace Tradify)

Project Name: Custom Contractor Management System (Replace Tradify)

Project Type: Full custom web + mobile application

Overview:
We are building a full contractor management system to manage engineers, subcontractors, jobs, timesheets, invoicing, GPS tracking, and reporting. The system must be scalable (currently 9 engineers, future 500+), secure, GDPR-compliant, and integrate with Sage first and Xero later.

We need a freelancer (or small team) to develop both backend + frontend, mobile apps, and database according to detailed specifications.

⸻

1️⃣ Key Features / Requirements

A) Web Dashboard (Managers/Admins/Accountants)
• Job management (create, assign, track status, attach files/photos)
• Subcontractor management (assign jobs, track jobs, generate POs, track invoices)
• Client invoice management (create, track, integrate with Sage)
• Reports: Timesheets, material usage, profit analysis
• Engineer live map / GPS tracking overview
• Alerts: overdue invoices, missing photos, incomplete jobs
• Role-based access: Admins, Managers, Accountants, Field Supervisors

B) Mobile App (Engineers)
• Job list (assigned / in progress)
• GPS tracking (real-time + periodic, check-in/out)
• Job report form:
• Time on site (auto/manual)
• Travel time
• Materials used
• Parking / fees
• Findings & recommendations
• Tick-box checklists
• Photos (before/during/after)
• Submit reports to web dashboard
• Timesheet tracking + weekly summary

C) Subcontractor Module
• Assign jobs to subcontractors
• Track job status
• Generate Purchase Orders (POs)
• Track subcontractor invoices (manual + CSV/XLSX upload)
• Automatic reminders for due / overdue invoices
• Exportable / Sage integration

D) Invoicing Module
• Quote → Job → Invoice workflow
• Retainers / deposits
• Recurring invoices
• PDF export
• Sage integration first → Xero later

E) File Upload / Import
• CSV/XLSX upload for subcontractor invoices
• Validate fields, duplicates, missing info
• Track manual vs file-uploaded invoices

F) Reporting
• Job summary, material usage, profit analysis
• Timesheets & payroll export
• Engineer GPS history / route playback

⸻

2️⃣ Technical Requirements
• Backend: Node.js + NestJS
• Web Frontend: React + TypeScript
• Mobile App: React Native (iOS + Android)
• Database: PostgreSQL
• Realtime cache / GPS: Redis
• Hosting: AWS + Docker + CI/CD
• Accounting integration: Sage first, Xero later
• Notifications: Push + Email
• GDPR-compliant storage and encryption

⸻

3️⃣ Deliverables
• Fully functional web dashboard
• Mobile apps for engineers (iOS + Android)
• Subcontractor management module (web + optional mobile)
• Invoicing module with Sage integration
• Timesheet + GPS tracking module
• Database schema & API endpoints
• File upload / import functionality
• Deployment scripts (AWS / Docker / CI/CD)
• Documentation (user manual + API documentation)

⸻

4️⃣ Project Phases / Milestones

Phase 1 – MVP:
• Engineer mobile app (GPS + job reports + timesheets)
• Web dashboard (job management + reporting)
• Subcontractor module (manual + file upload invoices + POs)
• Invoicing (Sage integration)

Phase 2 – Optional:
• Advanced reporting / analytics
• Xero integration
• Material stock & procurement
• Client portal

Phase 3 – Optional / Future:
• SaaS multi-company version
• AI-assisted job report summary
• Fleet & asset tracking

⸻

5️⃣ Requirements from Freelancer
• Experience with Node.js, React, React Native, PostgreSQL, AWS
• Experience building CRM / ERP / field service apps
• Ability to design scalable architecture
• Experience with API integration (Sage/Xero)
• Ability to handle file uploads, CSV/XLSX imports, and validation
• Strong English communication and documentation skills
• Deliver code in phases/milestones
• Provide full technical documentation + deployment scripts