Consultway Infotech

Detailed Scope Document

Consultway - Companies, Tender & Project Management Platform

Project Management Consultancy for Infrastructure & Solar

Prepared by Code Uncode Date 13 May 2026 Version 1.0

Executive Summary

Consultway Infotech is a Project Management Consultancy (PMC) operating in the infrastructure and solar sectors. The company manages a roster of empanelled consultants and works with government bodies on infrastructure projects. Today, Consultway's operations run on a patchwork of Excel sheets, WhatsApp messages, emails, phone calls, and in-person coordination - a setup that works, but creates friction as the business scales.

This project builds a single, web-based platform that replaces these fragmented processes with a unified system. Companies can register themselves and keep their documents up to date. Tenders can be created, filtered, and matched to eligible companies. Projects can be tracked from start to finish with a clear audit trail. Financial transactions and reports are consolidated in one place instead of scattered across spreadsheets.

The goal is not to change how Consultway works, but to give the team a digital foundation that enforces the discipline they already practice - mandatory document updates, proper tender checklists, auditable project records - while removing the manual overhead of coordinating across tools.

What This Document Covers

This is a detailed scope for the platform build. It defines every module that will be delivered, the phases of development, who is responsible for what, and what the baseline assumptions are.

At a Glance

Timeline

10-12 Weeks

Across 3 phases

Total Cost

₹12,50,000

+18% GST

Support

4 Months

Post-launch support included

Current State & What We're Solving

Consultway's day-to-day operations currently rely on a combination of tools that were never designed to work together. The platform consolidates these into a single system with proper access controls and audit trails.

Company management is manual

Today

Companies that work with Consultway are tracked in spreadsheets. Their documents - registrations, certifications, compliance papers - are exchanged over email and WhatsApp, with no systematic way to check if a company's paperwork is current.

With the platform

A self-service portal where companies register themselves, upload their documents, and receive automated reminders when documents are nearing expiry. Consultway staff no longer need to chase companies for updates.

Tender coordination happens over calls and messages

Today

When a new tender comes in, the team manually checks which companies are eligible, reaches out to them individually, and tracks responses across WhatsApp threads and phone calls.

With the platform

A structured tender workflow: tenders are published with clear checklists and eligibility criteria, eligible companies are automatically filtered, and the entire application process is tracked in one place.

Project status lives in people's heads

Today

Tracking the progress of infrastructure and solar projects currently requires calling the right person or digging through email threads. There is no single view that shows what stage a project is at, what's pending, or what was completed and when.

With the platform

A project dashboard with milestones, status tracking, and a complete audit trail - useful both for internal management and for external auditing requirements.

Financial records are fragmented

Today

Transactions are recorded in separate files, invoices are created manually, and reconciling payments against projects requires cross-referencing multiple spreadsheets.

With the platform

Centralised transaction recording and invoice generation, linking payments directly to projects and companies.

No consolidated reporting

Today

Generating periodic reports - whether for internal review, government submissions, or company assessments - requires manually pulling data from multiple sources.

With the platform

Standardised reports that draw from the same data everyone is already entering day-to-day.

Platform Modules - Detailed Scope

Each module below is described in two parts: a plain-language summary of what it does and why it matters, followed by the specific features and baseline assumptions that define the scope of work.

1. Authentication & Role Management

Controls who can access the platform and what they can do. Different users see different parts of the system based on their role - an admin managing tenders sees a different interface than a company uploading documents. This is the security layer that ensures sensitive data (financial records, company documents, project details) is only visible to authorised users.

Included

  • Email and password-based login with secure session management
  • Role-based access control with three baseline roles:

  • Admin

    Consultway leadership

    Full platform access

    Staff

    Consultway employees

    Operational access

    Company

    External companies

    Own data only

  • Password reset via email
  • Session timeout and secure cookie handling

Assumptions

  • Three user roles are sufficient for launch. Additional roles (e.g. auditor, read-only viewer) can be added post-launch if needed.

2. Company Onboarding & Registration

Companies that work with Consultway - contractors, subcontractors, vendors - register themselves through the platform. Instead of Consultway staff manually collecting company details and documents, companies fill in their own profiles and upload their paperwork. This shifts the data-entry burden to the source, ensures information is always first-hand, and creates a structured onboarding process that can be tracked and audited.

Included

  • Self-service registration form capturing company details: name, legal entity type, registration numbers, contact information, sector/domain, and area of operations
  • Multi-step onboarding flow that guides companies through entering their details and uploading mandatory documents
  • Admin review and approval workflow - new registrations are reviewed by Consultway staff before the company is marked active
  • Company profile editing - companies can update their own details at any time, with changes logged
  • Status tracking: Pending, Approved, Suspended, Inactive

Assumptions

  • The registration form fields will be finalised during the design phase based on Consultway's existing intake process.

3. Company Roster

A live directory of every company registered on the platform. Think of it as Consultway's internal database of all the firms they work with - searchable, filterable, always current. When a tender comes in, staff can quickly look up which companies operate in the relevant sector, have up-to-date documents, and are in good standing. It replaces the need to remember who does what or dig through old spreadsheets.

Included

  • Searchable list of all registered companies with filters for status, sector, location, and document compliance
  • Individual company detail view showing profile, uploaded documents, associated tenders, and project history
  • Compliance indicators - visual flags showing whether a company's documents are current, expiring soon, or overdue
  • Bulk actions for admins: approve, suspend, or deactivate companies

Assumptions

  • Filter categories will be defined during the design phase in consultation with Consultway staff.
  • The roster is visible to Admin and Staff roles only. Companies can see their own profile but not other companies.

4. Document Management

Companies working with government bodies must maintain current registrations, certifications, and compliance documents. Today, Consultway tracks these expiry dates manually. The document management module creates a structured system where every uploaded document has a type, an expiry date, and an automated reminder cycle. When a company's GST registration or safety certification is about to expire, the system flags it automatically - no one needs to remember to check.

Included

  • Document upload with categorisation (e.g. registration certificate, GST certificate, PAN, safety certifications, empanelment letters)
  • Expiry date tracking with automated email reminders at configurable intervals (e.g. 30, 15, 7 days before expiry)
  • Document status tracking: Valid, Expiring Soon, Expired, Pending Review
  • Version history - when a document is re-uploaded (e.g. renewed certificate), the previous version is retained for records
  • Mandatory document enforcement - the system can require certain document types before a company is marked as fully onboarded

Assumptions

  • Supported file formats: PDF, JPG, PNG. Maximum file size per upload: 100 MB. Higher limits are technically possible but require additional development effort and would be quoted separately.
  • The list of mandatory document types will be defined during the design phase. The system supports adding new document types after launch without code changes.
  • Files are stored securely on Cloudflare R2 and are only accessible to the uploading company and Consultway admins/staff.

5. Tender Management System

Consultway regularly identifies and manages tenders for infrastructure and solar projects from government bodies. The tender management module brings this process online: Consultway staff create a tender with its requirements and eligibility criteria, the system automatically identifies which registered companies meet those criteria, and the entire response and evaluation process is tracked digitally. This eliminates the back-and-forth of checking eligibility manually and ensures no eligible company is overlooked.

Included

  • Tender creation form with structured fields: title, description, issuing authority, sector, deadline, estimated value, location, and required qualifications
  • Eligibility checklists - define the criteria a company must meet (e.g. specific certifications, minimum experience, geographic presence) and automatically filter the roster
  • Tender lifecycle management: Draft, Published, Under Evaluation, Awarded, Closed
  • Company-facing tender view - registered companies can see published tenders relevant to them and express interest or submit applications
  • Tender-to-project conversion - when a tender is awarded, it can be converted into a tracked project with pre-filled details
  • Document attachment support for tender-related files (scope documents, BOQs, drawings)

Assumptions

  • Tender evaluation and scoring is manual (done by Consultway staff through the admin interface). No automated scoring algorithm is included.
  • Tender data is entered manually by Consultway staff.
  • Eligibility filter fields will be defined during the design phase based on common tender requirements in Consultway's domain.

6. Project Tracking Dashboard

Once a tender is awarded and work begins, the project dashboard becomes the single source of truth for that project's progress. Every milestone, status update, and document is recorded here. This is particularly important for Consultway's work with government projects, where auditing requirements mean there must be a clear, timestamped record of what happened and when. The dashboard serves both the operational team (tracking day-to-day progress) and management (reviewing overall portfolio health).

Included

  • Project listing with status overview: Active, On Hold, Completed, Delayed
  • Individual project view with milestone tracking, progress indicators, and timeline
  • Audit trail - every status change, document upload, and update is logged with timestamp and user attribution
  • Project-level document attachments (site reports, completion certificates, inspection records)
  • Linked view showing associated company, tender, and financial transactions for each project
  • Summary dashboard with portfolio-level metrics: total active projects, projects by status, upcoming milestones

Assumptions

  • Milestone definitions will be configured per project by Consultway staff. The system provides the structure; specific milestones vary by project type.
  • The dashboard focuses on status tracking and audit.
  • Companies can view the status of projects they are associated with, but cannot edit project records.

7. Transactions Management

An internal, admin-only module for recording financial transactions. This is not a payment gateway or accounting system - it is a structured ledger where Consultway staff log payments received, payments made, and other financial events against companies and projects. By keeping this data alongside project and company records, the platform eliminates the need to cross-reference separate spreadsheets when answering questions like "how much has been paid on this project?" or "what's the outstanding amount for this company?"

Included

  • Transaction entry form: amount, date, type (incoming/outgoing), linked company, linked project, payment method, reference number, and notes
  • Transaction listing with search, date-range filters, and company/project filters
  • Summary views: total inflow/outflow by period, outstanding amounts by company, payment history per project
  • Admin-only access - this module is not visible to company users

Assumptions

  • This is a record-keeping system, not an accounting system.
  • All entries are manually recorded.

8. Invoicing

Invoices can be issued to any party - whether they are a registered company on the platform or an external entity. When a payment is recorded against an invoice, it automatically links into the Transactions module, keeping financial records consistent without duplicate data entry.

Included

  • Invoice creation with line items, quantities, rates, GST breakdown (CGST/SGST/IGST), and totals
  • Auto-incrementing invoice numbers with configurable prefix; numbers can be manually overridden so invoices created outside the platform can also be tracked here
  • PDF export for download and sharing
  • Invoice status tracking: Draft, Sent, Paid, Partially Paid, Overdue
  • Link invoices to transactions when payments are received

Assumptions

  • Invoice template design will be based on Consultway's existing invoice format.

9. Reports

The reporting module generates structured reports from data already in the platform. Instead of manually compiling information from different spreadsheets, Consultway staff can generate standardised reports on demand. These serve both internal management needs and external requirements - whether it's a progress summary for a government body or a review of company activity.

Included

  • Company reports - per-company summaries including document status, project involvement, and transaction history
  • Monthly operational reports - new registrations, tender activity, project status updates
  • Financial summary reports - transaction totals, outstanding amounts, invoice status
  • PDF export for all report types

Assumptions

  • Reports are admin/staff only. Companies can view their own company report but not platform-wide reports.

10. Admin Dashboard

The central control panel for Consultway's team. This is the first screen admins and staff see when they log in - a summary of what needs attention across the entire platform. Pending approvals, expiring documents, upcoming tender deadlines, project status alerts, and recent activity are all surfaced here so the team can prioritise their work without navigating to each module individually.

Included

  • Summary cards: total companies, active tenders, active projects, pending actions
  • Action items: pending company approvals, expiring documents, approaching tender deadlines
  • Recent activity feed showing latest actions across the platform
  • Quick navigation to all platform modules

Assumptions

  • Dashboard layout and priority of information will be refined during the design phase.

11. Email Notifications

Automated emails that keep everyone informed without manual follow-up. Instead of someone remembering to call a company about an expiring document or email about a new tender, the system handles it. This is the connective tissue that makes the platform proactive rather than just a database.

Included

  • Registration confirmation and welcome email
  • Document expiry reminders (configurable intervals)
  • New tender notifications to eligible companies
  • Project status change alerts
  • Password reset emails

Assumptions

  • Up to 8 email templates will be designed for the initial build. Email content will be plain and professional - no complex HTML newsletters.
  • No SMS or WhatsApp notifications are included. Email only.
  • Email delivery is handled via Resend (transactional email service). Consultway will need to verify their sending domain.

Development Phases

The project is divided into three phases. Each phase has defined deliverables, roles involved, and a clear handoff to the next phase. This structure ensures that foundational work is validated before building on top of it, and that Consultway has visibility into progress at every stage.

Phase 1: Design & Foundation

Weeks 1-4

Before any code is written for the final product, this phase establishes the visual design, user flows, and technical foundation. A staging server is set up so Consultway can see work-in-progress at any time. Every screen is designed and reviewed before development begins - this is where we make sure the platform matches how Consultway actually works, not how we imagine they work.

Deliverables

  • User flow mapping - documented workflows for each user role (Admin, Staff, Company) covering every key action: registration, tender creation, project tracking, etc.
  • UI/UX design - complete screen designs for all modules, reviewed and approved by Consultway before moving to development. Includes responsive layouts for desktop and tablet.
  • Design system - reusable component library (buttons, forms, tables, cards, navigation) ensuring visual consistency across all modules
  • Database schema design - data structure for all modules, defining how companies, tenders, projects, transactions, documents, and users relate to each other
  • Staging server setup - a testing environment where Consultway can preview the platform as it's being built, separate from the final production environment
  • Project scaffolding - initial codebase setup with Next.js, authentication system, and role-based access framework ready for Phase 2 development

Roles

  • Project Lead - requirements gathering, stakeholder communication, design review
  • UI/UX Designer - user flows, wireframes, screen designs, design system
  • Full-Stack Developer - staging server, project scaffolding, database schema, authentication setup

Phase 1 exit criteria: All screen designs approved by Consultway. Staging server accessible. Authentication and role management functional on staging.

Phase 2: Core Development

Weeks 5-9

This is the main build phase. The approved designs from Phase 1 are implemented as a working platform, built on Payload CMS as the content management and admin backend. Payload provides the admin interface, data modelling, and API layer - meaning the development team focuses on business logic and user-facing features rather than building admin infrastructure from scratch. Each module is developed, connected to the database, and made available on the staging server for Consultway to review as it's completed.

Deliverables

  • Payload CMS integration - all data models (companies, tenders, projects, transactions, documents, invoices) configured in Payload with the admin interface for Consultway staff
  • Company onboarding & roster - registration flow, profile management, admin approval workflow, searchable roster with filters and compliance indicators
  • Document management - upload, categorisation, expiry tracking, version history, and mandatory document enforcement
  • Tender management system - tender creation, eligibility filtering, lifecycle management, company-facing tender view, tender-to-project conversion
  • Project tracking dashboard - project listing, milestone tracking, audit trail, linked views, portfolio summary
  • Transactions & invoicing - transaction recording, invoice generation with GST compliance, PDF export, status tracking
  • Admin dashboard - summary cards, action items, activity feed, navigation hub

Roles

  • Project Lead - progress tracking, stakeholder demos, scope clarification
  • Full-Stack Developer(s) - frontend implementation, Payload CMS configuration, API development, database queries
  • UI/UX Designer - design support for edge cases and adjustments discovered during development

Phase 2 exit criteria: All modules functional on staging. Consultway staff have tested core workflows. Feedback incorporated.

Phase 3: Testing, Deployment & Launch

Weeks 10-12

The final phase moves the platform from staging to production. This includes thorough testing across all modules, deploying to Cloudflare's production infrastructure, setting up the live URL, and training the team. The goal is a clean handoff where Consultway can start using the platform for real operations on day one.

Deliverables

  • Reports module - company reports, monthly operational reports, financial summaries, PDF export
  • Email notifications - all automated email templates integrated with platform events
  • End-to-end testing - systematic testing of every module and workflow: company registration through to project completion, tender creation through to award, invoice generation through to payment recording. Includes cross-browser testing and responsive layout verification.
  • Security review - verification of access controls, data isolation (companies cannot see each other's data), secure file storage, and session management
  • Production deployment to Cloudflare - setup of Cloudflare Pages (frontend), Workers (backend), D1 (database), and R2 (file storage) for the production environment
  • Domain and URL setup - configuring the production URL on Consultway's domain, SSL certificates, and DNS settings
  • Admin training - walkthrough session with Consultway's team covering all modules, common workflows, and how to manage the platform day-to-day
  • Bug fixes and refinements - addressing issues found during testing and initial use

Roles

  • Project Lead - launch coordination, training, handoff
  • Full-Stack Developer - testing, deployment, bug fixes, performance tuning
  • QA / Testing - systematic test execution, bug reporting, regression testing

Phase 3 exit criteria: Platform live on production URL. Consultway team trained and using the platform.

Technical Architecture

The platform is built on modern, well-supported technologies chosen for reliability, performance, and cost-effectiveness. Cloudflare's infrastructure provides global availability with minimal recurring costs. Payload CMS handles the admin backend and data layer, reducing custom code and speeding up development.

Frontend Next.js + TailwindCSS The user-facing interface - what companies and staff see and interact with. Next.js provides fast page loads and server-side rendering; TailwindCSS ensures a clean, consistent visual design.
Backend / CMS Payload CMS The admin backbone of the platform. Handles data modelling, admin interfaces, access control, and API generation. Consultway staff interact with Payload's admin panel for data management tasks.
Database Cloudflare D1 Where all platform data is stored - companies, tenders, projects, transactions, user accounts. D1 is Cloudflare's managed database service with automatic backups.
File Storage Cloudflare R2 Secure storage for uploaded documents - company certificates, tender documents, project files, invoice PDFs. Files are encrypted and access-controlled.
Hosting Cloudflare Pages + Workers The platform runs on Cloudflare's global network, meaning fast load times regardless of where users are located. No traditional server to maintain or pay for by the hour.
Email Resend Transactional email service for automated notifications. Reliable delivery with tracking.

Cost Breakdown

Item Cost
UI/UX Design ₹1,00,000
Auth & Role Management ₹75,000
Company Onboarding & Roster ₹2,00,000
Document Management ₹1,00,000
Tender Management System ₹2,00,000
Project Tracking Dashboard ₹2,50,000
Transactions Management ₹1,75,000
Invoicing ₹75,000
Testing & Deployment ₹75,000
Total ₹12,50,000

+18% GST

Recurring Costs

These are third-party service costs that Consultway will pay directly after the platform is live. They are not part of the project cost above.

Item Est. Cost Notes
Cloudflare (Hosting, Database, File Storage) ₹500-2,000/mo Pages + Workers, D1, and R2; scales with usage
Resend (Email Service) ₹0-1,700/mo Notifications and alerts; free tier covers low volume

Payment Terms

Milestone Phase Share Amount
Advance (project kickoff) Before Phase 1 30% ₹3,75,000
On development completion End of Phase 2 30% ₹3,75,000
After deployment End of Phase 3 40% ₹5,00,000

All amounts are exclusive of 18% GST.

Post-Launch Support

4 months of post-deployment support is included in the project cost. This covers:

New features, major design changes, or integrations requested after launch are not covered under support and will be quoted separately.

Future Enhancements

We recommend considering the following as future enhancements, once the system is used for at least 6 months.

Contact

Code Uncode

[email protected]