Secure digital onboarding portal with Salesforce integration

We are Citipost Mail (Citipost Ltd), a UK-based B2B mail and communications provider, seeking an experienced developer or small team to build a secure digital customer onboarding portal and workflow for new business accounts.

Our current process is manual and paper-heavy (Application for Credit, Agency Application Form, Customer Service Agreement and T&Cs, Direct Debit mandates). Average onboarding from application to fully signed CSA is around 15 days; we want to significantly reduce this through automation, better UX, and tighter workflow control.

A core requirement is proven Salesforce CRM integration experience, as the portal must integrate with our Salesforce instance with both push and pull data flows.

Scope
Customer journey

Sales triggers onboarding and generates a secure, unique link for the prospect.

Prospect completes an online journey (standard or agency account), with conditional fields and document sets based on account type and payment method.

Prospect uploads supporting documents (e.g. company letterhead, DD mandate) and signs digitally.

Save-and-resume, accessible UI, and validation for key fields (company registration number, postcode, VAT, bank details).

Workflow and approvals

Automatic routing to Credit Control for checks and setting credit terms.

Generation of the correct CSA pack (full CSA + T&Cs or CSA form + online T&Cs link) plus DD mandate where applicable.

Internal counter-signature flow for Commercial/Legal.

Status tracking from “Onboarding” to “Active” once fully signed and approved.

Automation, dashboards, reporting

Configurable email reminders for incomplete forms and unsigned CSAs/DDs, with escalation when SLAs are breached.

Internal dashboards for Sales, Credit Control, and Support showing pipeline, live status, bottlenecks, and overdue tasks.

Basic analytics on onboarding duration, drop-off points, and signed/returned agreement rates.

Data, integrations, compliance

Capture all existing form data in a structured database: company details, trading/registered addresses, VAT, contacts, services required, anticipated spend/volume, agency flags, payment terms and methods.

Role-based access control and full audit trail (submissions, approvals, comments, document versions).

GDPR-compliant data handling, encryption in transit and at rest, aligned to UK data standards.

Salesforce integration (essential)

Push onboarding data, documents, statuses, approvals, and signed milestones into Salesforce.

Pull relevant Salesforce data to pre-populate forms, validate records, and avoid duplicate entry.

Advise on object mapping, API approach, authentication, sync logic, and error handling.

Please only apply if you can show previous work integrating a custom portal or workflow system with Salesforce CRM (bi-directional if possible).

Other integrations & admin

Ability to integrate with finance systems (e.g. Sage) and e-signature platforms (e.g. DocuSign, Adobe Sign).

Admin interface to manage form fields, workflows, approval rules, email templates, and SLAs without code changes.

Scalable, flexible architecture to support higher volumes, new product lines, and potential internationalisation.

Deliverables
Technical discovery and proposed architecture/tech stack.

Design and build of the onboarding portal (front-end and back-end).

Salesforce CRM integration (push and pull).

Implementation of agreed finance and e-signature integrations.

Dashboards/reporting for core onboarding KPIs.

Documentation, handover, and admin training.

What we’re looking for
Proven experience delivering secure B2B onboarding/workflow portals with multi-step forms, approvals, and e‑signatures.

Demonstrable Salesforce integration experience with a custom portal or external application.

Experience integrating with CRM/finance systems and e-signature tools.

Strong understanding of data security, GDPR, and role-based access.

UK-based or very familiar with UK data protection and compliance.

Please include in your response
Links/examples of similar portals or Salesforce-integrated workflow systems you’ve built.

Details of your Salesforce integration experience (including any bi-directional integrations).

Proposed tech stack and approach.

Estimated timeline and ballpark budget for an MVP aligned to this scope.