Project Description
We are looking for a freelancer or small development team to build a custom client database and document management system for our mortgage and insurance business.
The system would need to securely store customer information, case files and documents in a cloud-based environment and be suitable for approximately 18 users initially.
The aim is to replace our current folder/document storage process with a more structured system that allows us to manage clients, cases and compliance documents efficiently.
Core requirements:
CLIENT DATABASE
Searchable client database
Store client information including:
Name
Address
Date of birth
Contact details
Notes
Assigned adviser/user
Ability to quickly search and access client records
CASE MANAGEMENT
Multiple cases per client
Example cases:
Mortgage 2026
Remortgage
Insurance Review
Case status tracking
DOCUMENT MANAGEMENT
Upload and store documents securely
Organise documents by case
Mandatory document checklist per case
Visual indicators showing completed/missing items
Ability to easily identify incomplete files
USER ACCESS & SECURITY
Multiple user permission levels
Admin / Adviser / Compliance / Read-only access
Ability to add or remove users without affecting client records
Audit trail/version history preferred
GDPR compliant storage and permissions
GENERAL REQUIREMENTS
Cloud-based system
Simple and easy for staff to use
Scalable for future growth
No requirement for heavy per-user licence costs
Open to recommendations on technology/platform
Optional future features:
Email integration
Task reminders
Workflow automation
Client portal
E-signatures
Reporting/dashboard functionality
Please provide:
Examples of similar systems you have built
Recommended approach/technology
Estimated development time
Estimated cost
Ongoing support/maintenance options