About UsAbbey 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.⸻Project GoalBuild 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⸻VPS & Hosting SetupWe 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 backupsGoal: one unified, stable, high-performance environment.⸻Core FeaturesLead & 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⸻Job Catalogue & Admin ControlsA 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 deadlinesChanges apply instantly across CRM.⸻Case Management & Tagging• Tag admin, sales, managers, director• Full audit trail• Multiple cases per client• Custom checklist per Job Type• Timeline showing all activity⸻Document Storage• Secure uploads (passports, forms, invoices, letters)• Encryption at rest + in transit• Versioning• Automated folder structure• Daily Google Drive API backup⸻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⸻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⸻Communications• WhatsApp logs to case timeline• TikTok leads auto-created• Email threads attached to client/case⸻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⸻Backups• Daily DB + file storage backup• Uploaded to Google Drive via API• 30-day retention• Verification log required⸻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⸻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⸻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⸻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⸻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)⸻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⸻Unified Website + Email MigrationDeveloper must move:• All Abbey Blue websites• All hosting• All email• All DNS + SSL• Monitoring + security for everythingGoal: one clean, fast, unified environment.⸻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⸻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⸻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⸻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⸻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 afterwardsDuties include:• CRM build• Backend architecture• VPN + IP security• VPS optimisation• Multi-tenant groundwork• Admin Portal setup• Data migration