About

About the client: We’re a high-growth insurance brokerage in Ontario managing over 100 brokers. Our current Excel-based payroll tracks complex commissions, overrides, deductions, and HR data. We want a modern, Apple-style web platform that automates these workflows, posts to QuickBooks Online, and gives each broker a clean self-serve portal. Project overview: Create a secure, production-ready web app that: • Replaces our Excel system for broker commissions and payroll logic • Automates deductions (E&O %, phone fee, IBAO, misc) and additions (overrides, bonuses) per broker • Extracts totals from PDF statements (OCR) and attaches them to each broker automatically • Calculates gross, additions, deductions, carry-forward balances, and net payable • Syncs payouts directly to QuickBooks Online via API (Bills or Journal Entries) • Provides broker logins to view statements, balances, and attached PDFs • Includes an admin dashboard for approvals, exports, and rule editing • Stores files securely (expiring links), logs every change, and supports MFA login Key modules (Phase 1): Broker & Rule Management – profiles with address, start date, licence info, custom commission rules, E&O %, fees, bonuses. PDF Import & Matching – upload or inbox intake; OCR detects broker name, code, and period; fuzzy-match + attach. Calculation Engine – applies rules, computes payouts, and carries balances forward. Approvals & Audit Trail – maker/checker flow with versioning and logs. Broker Portal – broker dashboard, payout history, downloadable statements. QuickBooks Online Integration – vendor sync, Bills/JournalEntries, GL/class mapping, error handling. Admin Dashboard – overview by broker/team/period, exports (CSV/XLSX), rule editor. Tech stack (preferred): Next.js 14 + Tailwind CSS + shadcn/ui + Framer Motion Node.js + tRPC / REST API + Prisma + Postgres Auth.js or Clerk (MFA) Supabase or AWS S3 for file storage QuickBooks Online Accounting API (OAuth 2.0) Hosted on Vercel (frontend) + Supabase or Fly.io (backend/db) Deliverables: • Live cloud app with admin and broker portals • QuickBooks API connection fully tested (Bills or JournalEntries) • Secure file storage and MFA auth • Calculation engine with editable per-broker rules • Audit log + approvals workflow • Figma designs approved before build • Seeded demo data + 5 live brokers for UAT • Admin Guide (rule changes, QBO posting, data export) • Source code + Postgres dump + documentation • 30-day bug-fix warranty after delivery Timeline / Budget: Approx 12 weeks | Budget CAD 25 000 – 40 000 What we’ll provide: • Sample PDFs/CSVs from head office • Broker roster with rule data (E&O, phone, etc.) • QuickBooks chart of accounts + class mapping • Decision on Bills vs Journal Entries posting mode Success criteria: • 80 % reduction in processing time vs Excel • Zero duplicate or incorrect QuickBooks postings • Brokers self-serve statements without emailing finance • All changes logged and recoverable Preferred experience: • QuickBooks Online API (accounting, vendors, bills) • Fintech or payroll-style systems • Next.js/Tailwind UI work with “Apple-level” polish • Secure file handling and MFA auth • OCR/PDF data extraction (bonus) Screening questions: Have you integrated with QuickBooks Online’s Accounting API before? Can you share a live dashboard or admin app you’ve built in Next.js + Tailwind? How would you securely store PDFs and serve them per-user (MFA, expiring links)? Estimated cost and timeline for MVP delivery?