Build a Self-Hosted CRM (VPS) for Immigration & Corporate Services + Microsoft 365 Lists Migration + HR Clock-In System + Multi-Tenant + VPN/IP Security + Mobile Version + Full Admin Portal

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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2. 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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3. 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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4. 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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5. 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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6. 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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7. Communications

• WhatsApp logs to case timeline

• TikTok leads auto-created

• Email threads attached to client/case

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8. 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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9. Backups

• Daily DB + file storage backup

• Uploaded to Google Drive via API

• 30-day retention

• Verification log required

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10. 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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11. 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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12. 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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13. 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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14. 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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15. 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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16. 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