Design and build a bespoke CRM tool

FoxWylie Ltd is an event production company serving the UK market. The company has been operating since 2016 and serves a varied client [login to view URL] date the company has been using multiple software packages to support business operations which are working in isolation and are becoming less efficient as the company grows. FoxWylie Ltd now seeks to create a bespoke event management system that is tailored to the company’s unique operating capabilities and drives effectiveness, efficiency and improved performance throughout the company’s life [login to view URL] CRM specifically tailored to suit the business needs comprises essential operational components within Admin, Finance, HR, Communication, Event Scheduling and Project Management. It will be utilised by multiple stakeholders such as employees, clients, suppliers and freelancers. This project has 3 phases in total; this being Phase 1 requires the following work to be carried out: a) Cloud based technology: - with the ability to translate to an app at a later stage b) Contact database: - for employees, freelancers, suppliers, clients - link to calendar so that if we add a meeting with a client we can get the client details from this database, and the database will have a list of past meetings and jobs with each client (storing historical data) - this needs to link to Xero so we only have to enter contact details into one system - need to be able to download, accept, store data here – i.e. public liability certificates, driving license copies etc. c) Jobs: - Job number generated ('number for life’); each job will be able to have multiple quotes and invoices attached to it; job numbers will be JB001, JB002, JB003 etc. quotes, invoices, PO’s etc. will all be based on this eg, QU111-JB001, QU111v2-jb001 etc. - We use this number on a calendar. Whenever a job is added we need it to be added to a calendar. The calendar needs to be updated automatically so that when the job is confirmed it changes colour, if the job doesn’t go ahead it is removed from the calendar. Client to sign off that the job is confirmed. d) Quotes: - Able to link to the job number (‘number for life’) - Able to export into Xero in order to invoice (to create simple Xero invoices, showing the subtotal of each main section with the title of that section). - Able to track previous versions. - Summary of the changes to each version provided for (e.g. client might request 6 lapel microphones and FoxWylie originally quoted for 4). We will update the quote to reflect this, the version will go up by 1 and there will be a summary page detailing changes from previous version, that we have added 2 lapel microphones at a cost of £X. The latest version will always be the active one with the previous ones archived. - Client able to approve / sign off - Able to show margins: work both ways so that we can either input an in cost and an out cost for an item and it shows us the profit margin, or we put the in-cost and have a fixed markup settable per section. - Must be able to have sections in each quote e.g. space that will have a title and subtotal, but also sections within the section for example audio, lighting each with their own subtotal, which all add up to make the subtotal for the section, main room, expo, breakouts etc. - Must be able to cost based on the unit price, quantity of units AND the number of days. - Printable and email versions of quotes to be available.