Rebuild Procurement Management System with React

Project Scope: Custom Web-Based Procurement Management System Phase 1 Scope Document Project Overview We are looking to rebuild an existing Procurement Management Application as a modern custom web-based application. This version is not planned as a multi-tenant SaaS platform. Instead, it will be developed as a dedicated system for one customer or organization. The current system is already used by a customer for managing procurement operations. The new system should keep the existing customer data safe and allow the current records to be migrated, imported, or preserved during the transition. The goal is to create a modern, clean, web-based procurement management application that covers the full procurement process from Purchase Requisition to Payment. Phase 1 Scope Phase 1 will cover the main procurement workflow: Purchase Requisition (PR) → RFQ → Purchase Order (PO) → GRN/SRN → Invoice → Payment The system should allow users to create, track, approve, and manage procurement records through this end-to-end flow. Application Type This will be a dedicated custom web application, not a multi-customer SaaS platform. The system can be deployed for a single customer environment, either on: • Customer cloud environment • Private server • Company-managed hosting • Dedicated application hosting environment Multi-tenant SaaS features such as customer subscription management, tenant billing, multi-company onboarding, or public self-service registration are not required in Phase 1. Main Modules Required in Phase 1 1. Authentication and User Access • User login • Role-based access • Different permissions for different user types • Admin user management Example user roles: Requester, Approver / Manager, Procurement User, Warehouse / Goods Receiver, Finance User, System Admin. 2. Dashboard • Total Purchase Requisitions • Total Purchase Orders • Pending approvals • Approved / rejected / draft records • GRN/SRN status • Invoice and payment status • Recent activities • Basic charts and summary cards 3. Purchase Requisition / PR Module • Create a new PR • Add request details • Add line items • Add quantities, estimated prices, descriptions, and required dates • Save as draft • Submit for approval • View PR status • Edit draft records • View approval history • Attach files if needed 4. Approval Workflow • Draft • Submitted • Waiting for Approval • Approved • Rejected Approvers should be able to review and approve/reject requests based on their role. 5. RFQ Module • Create RFQs from approved PRs • Select suppliers • Record supplier quotations • Compare quotation information • Mark selected supplier / awarded quotation • Track RFQ status 6. Purchase Order / PO Module • Create Purchase Orders from approved RFQs or approved PRs • Select supplier • Add PO line items • Track PO approval status • Issue PO • View related PR and RFQ information 7. GRN / SRN Module • Select a related PO • Record received goods or services • Enter received quantities • Confirm delivery • Track receiving status 8. Invoice and Payment Module • Register supplier invoices • Link invoices to related PO / GRN • Upload invoice documents • Add payment information • Track payment status • View invoice/payment history 9. Supplier Management • Add suppliers • Edit supplier details • View supplier history • Link suppliers to RFQs and POs 10. File Attachments • Purchase Requisitions • RFQs • Purchase Orders • GRN/SRN records • Invoices • Payment documents 11. Audit / History Tracking • Record creation • Status changes • Approvals • Rejections • Updates • User actions Data Requirement The existing customer data must not be lost. • Data migration from the current system into the new database • Import of existing records from Excel/CSV • Preservation of historical records in a readable format The final approach can be discussed based on the current data structure. Preferred Technical Direction We are open to the fastest and most practical technology stack. • React frontend • PostgreSQL database • Node.js, Spring Boot, Supabase, Directus, Firebase, or similar backend options • Role-based authentication • Dedicated customer environment • Clean and modern UI The system should be simple to maintain and should support future improvements if needed. Expected Deliverables • Working web application • Login and role-based access • Dashboard • PR module • RFQ module • PO module • GRN/SRN module • Invoice & Payment module • Supplier management • File upload support • Basic approval workflow • Data import/migration support • Deployed test version • Source code handover • Basic documentation Important Notes This Phase 1 version does not need to be a fully mature enterprise production system from day one. However, it should be a working first version where the complete procurement flow can be demonstrated and tested from PR creation to payment tracking. After Phase 1, improvements, advanced reporting, additional validations, advanced security, customer-specific refinements, and additional integrations can be handled in later phases. Questions for Freelancers 1. What technology stack would you recommend for the fastest delivery? 2. How many days would Phase 1 take? 3. Can you build this as a dedicated custom web application for one customer? 4. Can you support data migration/import from the existing system? 5. Can you deliver a working first version within approximately 20 working days? 6. What would be included in your first delivery? 7. What would you leave for later improvement phases? 8. Do you have experience with procurement, ERP, approval workflows, or business process applications?