About Us
Abbey Blue Legal Ltd is an Irish immigration and corporate-services firm based in Wexford.
We currently use a Microsoft 365 Lists–based system that has reached its limits. We're now building a full, self-hosted CRM on our own VPS that can scale, automate recurring billing, support HR workflows, and eventually be offered as a platform to other immigration companies.
Everything must sit under one environment — CRM, websites, email, backups, and security.
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Project Goal
Build a secure, fast, scalable CRM system that:
• Handles lead intake, case management, internal tagging and communication
• Includes a Job Catalogue of ~20 service types with workflows
• Provides recurring billing through Stripe
• Integrates and migrates data from Microsoft 365 Lists
• Includes a full Admin Portal for backend control
• Supports mobile use for staff to upload documents on the go
• Includes HR tools (clock-in, clock-out, holidays)
• Restricts access by office IP & VPN only
• Migrates all Abbey Blue websites + email to the new VPS
• Provides multi-tenant capability so other immigration firms can use the platform
• Scales to 50 users over the next few years
• Runs smoothly, no lag, no freezing, properly optimised
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VPS & Hosting Setup
We provide the VPS (NVMe SSD, 4–8 vCPU, 16–32 GB RAM). Developer will configure:
• Web server, SSL, Docker
• PostgreSQL, Redis
• Firewall & hardened security
• Monitoring, uptime alerts, load checks
• VPN (OpenVPN/WireGuard)
• IP whitelisting
• Migration of all Abbey Blue websites
• Migration of all email hosting
• Partitioned environment for CRM, DB, storage, tenants
• Daily Google Drive API backups
Goal: one unified, stable, high-performance environment.
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Core Features
1. Lead & Sales Intake
• WhatsApp Cloud API integration
• TikTok Lead Gen webhook
• Email parsing
• Manual entry
• Auto-assignment of leads by Job Type
• Convert to active case → auto-invoice
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1. Job Catalogue & Admin Controls
A full web-based Admin Portal where we can manage everything without a developer:
• Add/edit/delete Job Types
• Change price, VAT (23%), gov/advertising fees
• Edit client details, billing info
• Reassign cases
• Manage users
• Update checklists, workflows, SLA deadlines
Changes apply instantly across CRM.
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1. Case Management & Tagging
• Tag admin, sales, managers, director
• Full audit trail
• Multiple cases per client
• Custom checklist per Job Type
• Timeline showing all activity
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1. Document Storage
• Secure uploads (passports, forms, invoices, letters)
• Encryption at rest + in transit
• Versioning
• Automated folder structure
• Daily Google Drive API backup
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1. Automated Invoicing & Recurring Billing
• Auto-invoice when case goes "Live"
• Stripe for one-off + monthly billing
• For registered office, secretary, director, VO, etc.
• Sync to accounting (Zoho, Xero, QuickBooks)
• Revenue reporting
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1. Microsoft 365 Lists Migration
• Full migration via Graph API
• Attachments included
• 2–4 week two-way sync during transition
• Lists becomes read-only after cutover
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1. Communications
• WhatsApp logs to case timeline
• TikTok leads auto-created
• Email threads attached to client/case
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1. Multi-User Access (20 → 50 Users)
• Secure web login
• 2FA optional
• Role-based permissions
• Admin Portal for backend control
• Architected to scale to 50 users without performance loss
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1. Backups
• Daily DB + file storage backup
• Uploaded to Google Drive via API
• 30-day retention
• Verification log required
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1. Director Dashboard
• Real-time ABL fee totals only
• Monthly & yearly breakdown
• Conversion rates
• Staff productivity
• Revenue categories (ABL, VAT, Gov, Advertising)
• Export to CSV/Excel
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1. HR Tools — Clock-In / Clock-Out + Holidays
• Staff sign in/out daily
• CRM captures timestamp + IP
• Late arrivals auto-flagged
• Overtime/under-hours tracked
• Holiday requests submitted via CRM
• Manager can approve/decline
• HR summary visible to Director
• Export for payroll
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1. VPN, Static IP, Remote Access Control & IP Whitelisting
• Dedicated static IP for office
• All office devices route through this IP
• VPN for remote staff
• CRM accessible only from:
• office IP
• approved VPN IPs
• All other locations blocked
• Real-time session/IP monitoring
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1. Mobile-Friendly CRM (Responsive Web App)
• Mobile-first design
• Upload documents using phone camera
• Add leads, update cases, add notes
• Tag team members
• Offline upload queue (sync later)
• Works on iOS and Android
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1. Multi-Tenant Architecture (Future Phase)
• System must support other immigration firms as tenants
• Full data isolation per tenant
• Separate files, users, dashboards
• Per-tenant branding / domain
• Super Admin panel for Abbey Blue
• Ability to bill tenant firms monthly (SaaS-style)
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1. VPS Partitioning & Performance Requirements
• Separate partitions for CRM, DB, storage, tenants, websites, email
• No cross-process slowdown
• Optimised indexing, caching, query performance
• 99.9% uptime
• No lag or freezing under load
• System must scale safely as Abbey Blue grows
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1. Unified Website + Email Migration
Developer must move:
• All Abbey Blue websites
• All hosting
• All email
• All DNS + SSL
• Monitoring + security for everything
Goal: one clean, fast, unified environment.
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Deliverables
• Fully working CRM
• Admin Portal
• Migration of Lists
• Stripe recurring billing
• Document storage
• Websites + email on VPS
• VPN + IP restrictions
• HR tools
• Google Drive backups
• Video handover + documentation
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Acceptance Criteria
• Lists migration validated
• Two-way sync works during launch period
• Tagging system live & tested
• Stripe recurring billing functional
• Admin Portal fully controls backend data
• Director dashboard accurate
• VPN + IP security working
• HR system active
• Websites + email live on VPS
• No slowdown with 20–50 users
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What to Include in Proposal
• CRMs or case systems you've built
• Experience with Graph API, Stripe, WhatsApp Cloud API, TikTok
• Your stack (Laravel or Django preferred)
• Plan for VPN + security
• Timeline (8–10 weeks ideal)
• Fixed price
• Post-launch support
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Collaboration
• This role is Wexford-based only — no remote workers at this stage.
• Must work onsite during development (3–6 months).
• No work permit support available at the start, but may be considered after 6 months.
• Weekly updates and reviews
• Private GitHub repo
• All IP owned by Abbey Blue Legal Ltd
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3–6 Month Internal Contract — Onsite in Wexford
• €15 per hour
• 32 hours per week
• Role may extend depending on performance
• Possibility of other projects or permanent positions afterwards
Duties include:
• CRM build
• Backend architecture
• VPN + IP security
• VPS optimisation
• Multi-tenant groundwork
• Admin Portal setup
• Data migration