WebisoftVCOM Companies Platform
Scope of Work
Webisoft proposes to rebuild VCOM’s customer self-service portal as a modern, secure web application — a fixed-fee Phase 1 delivered for $16,500 USD with no monthly licensing.
Contact Phil Therien, Partner & CRO — Webisoft Technologies Inc.
Overview
VCOM’s customer self-service portal runs on a SQL Server 2005 / SSRS stack that is now obsolete and unsupported, creating both operational risk and a poor experience for customers who use it to look up orders, invoices, and shipping status. With the recent acquisition by Gemini Investors driving a broader modernization mandate, this is the right moment to retire the legacy portal and replace it with a clean, modern, maintainable web application.
Phase 1 rebuilds the customer-facing portal as a modern React application backed by a dedicated, read-only database — leaving your core Sage X3 and existing backend untouched. The result is a faster, more secure, and easier-to-maintain portal delivered for a single fixed fee, well under the $20,000 target, with no ongoing monthly licensing.
This proposal also outlines a practical roadmap for Phases 2 and 3: automating the manual import / SQL / export workflow with robotic process automation, and adding AI-assisted document processing where it genuinely adds value without duplicating Sage X3’s native capabilities.
Investment
$16,500
USD fixed fee
Timeline
~4
weeks from kickoff
Monthly licensing
$0
no recurring fees
Engagement
Fixed
one-time development
What services handle vs. what we build
Architecture
The new portal is separated from VCOM’s core systems by design. A dedicated, public-facing database is provisioned for the portal and kept in sync with the source tables, so customer traffic never touches the primary backend.
The presentation layer is a responsive React application with modern email-and-password authentication, password reset, and the same order / invoice / shipping views customers use today. Hosting and infrastructure run on Webisoft-managed AWS with minimal additional cost.
Because the core data model is preserved and the existing Sage X3 environment is left untouched, Phase 1 is a low-risk, like-for-like replacement that can be delivered quickly and extended later.
Managed services handle
- AWS hosting and managed infrastructure
- UPS tracking link integration
- Source data availability from existing tables
Webisoft builds
- React customer portal frontend
- Application API and public read-only database
- Data sync from VCOM source tables
- Email + password authentication and password reset
- Deployment, configuration, and UAT handover
Third-party services
AWS
Managed hosting and infrastructure
UPS
Outbound shipment tracking links
Sage X3
Existing ERP / untouched backend
SQL Express
Current read-only data source
Security by separation: the public portal reads only from its dedicated database, keeping core systems isolated and the attack surface minimal.
27 stories · 120 points
Scope
Phase 1 delivers a like-for-like modern replacement of the customer-facing portal. The scope is intentionally focused on the existing views and workflows so the project can ship in approximately four weeks.
Portal Frontend
56 ptsReact UI for invoices, orders, shipping status, PO search, and responsive customer experience.
Data Layer & Sync
32 ptsDedicated public database, schema mapping, sync from source tables, and data integrity.
Auth & Security
20 ptsEmail + password authentication, secure password reset, and role separation.
Deploy & UAT
12 ptsAWS deployment, UPS link integration, configuration, one round of UAT, and handover.
| Epic | Theme | Stories | Points |
|---|---|---|---|
| Invoice & order views | Portal Frontend | 8 | 30 |
| Shipping & UPS tracking | Portal Frontend | 4 | 16 |
| Purchase-order search | Portal Frontend | 3 | 12 |
| Authentication & password reset | Auth & Security | 5 | 20 |
| Public DB provisioning & sync | Data Layer & Sync | 4 | 24 |
| Deployment, AWS config & UAT | Deploy & UAT | 3 | 18 |
| Phase 1 total | 27 | 120 | |
How the estimate splits
Workstreams
Frontend app
Build the responsive React portal: invoices, orders, shipping, PO search, and customer auth flows.
Data sync & DB
Provision the public read-only database, map schemas, and implement sync from VCOM source tables.
Auth & security
Replace customer ID + zip code with email + password, including secure password reset.
AWS hosting & DevOps
Deploy to Webisoft-managed AWS, configure environments, and prepare for UAT.
UAT & handover
One round of user acceptance testing with VCOM, revisions, and go-live handover.
Two staffing options
Team & Delivery
VCOM Portal Pod
RecommendedFixed-fee delivery · ~2.5–3.0 FTE
- Frontend Engineer1
- Backend / Integration Engineer1
- Project Manager / Tech Lead0.5
- QA Engineerpart-time
Timeline
~4 weeks
Planning envelope
$16,500 USD
A tight, senior pod sized for the focused Phase 1 scope. The fixed-fee structure keeps the engagement predictable and under the $20,000 target.
Roles
Frontend Engineer
Builds the responsive customer portal and UI components.
- Implement invoices, orders, shipping, and PO search
- Responsive design and customer auth screens
Backend / Integration Engineer
Owns the API, public database, and data sync.
- Map source schemas and build sync
- Build application API and auth backend
Project Manager / Tech Lead
Oversees delivery, UAT, and client communication.
- Coordinate inputs, UAT, and sign-off
- Manage the 4-week timeline
QA Engineer
Validates functionality before UAT and go-live.
- Execute test plans against requirements
- Support UAT and regression checks
Fixed-fee, one-time development · USD
Investment
Phase 1 is delivered as a single fixed development fee of $16,500 USD. There is no ongoing monthly licensing. AWS hosting and maintenance are available as a minimal add-on and can be itemized separately if desired.
| Option | Timeline | Monthly | Range | Envelope |
|---|---|---|---|---|
| Phase 1 — Portal rebuild | ~4 weeks | Fixed fee | $16,500 | $16,500 |
| Ongoing monthly licensingRec | — | — | $0 | $0 |
Recommendation
Approve the $16,500 fixed-fee Phase 1 to retire the unsupported SQL Server 2005 / SSRS portal and replace it with a modern, maintainable customer experience — with zero recurring licensing.
Best case
Schemas, queries, and Crystal Reports forms are provided promptly and map cleanly, keeping delivery at the 4-week target.
Risk case
Material gaps in source data or additional views beyond the current scope could push effort toward change-request work at the stated day rate.
The figure is a ballpark estimate pending receipt of schemas, queries, and Crystal Reports forms; it will be confirmed (and may decrease) once the data model is reviewed.
MVP first; later phases as extensions
Roadmap
6 epics · 120 pts
Phase 1 — Customer portal rebuild
Modern React portal, dedicated read-only database, email/password auth, UPS links, AWS deployment, and UAT. This is the only phase covered by the fixed-fee quote.
roadmap
Phase 2 — Workflow automation (RPA)
Automate the manual import / SQL / export cycle with robotic process automation to reduce errors and free staff time.
roadmap
Phase 3 — AI-assisted document processing
Layer AI-driven OCR and exception flagging where it adds value without duplicating Sage X3’s native capabilities.
Phase 1 is the committed build. Phases 2 and 3 are optional, independent roadmap extensions scoped after Phase 1 go-live.
Where each capability stands
Status
| Capability | Approach | Status |
|---|---|---|
| Modern React portal UI | Built by Webisoft | Planned |
| Dedicated public DB + sync | Built by Webisoft | Planned |
| Email + password auth | Built by Webisoft | Planned |
| UPS tracking links | Outbound integration | Planned |
| AWS hosting | Webisoft-managed infrastructure | Working |
| Source data access | Pending VCOM inputs | Partial |
Our recommendation
Approach
Keep the legacy backend untouched. Build a dedicated public-facing database and modern React portal on top so customer traffic is isolated, secure, and Phase 1 can ship in approximately four weeks.
Integration over rebuild
Preserve the proven data model and Sage X3 environment while replacing only the customer-facing layer.
Security by separation
The portal reads from a dedicated database, eliminating the need to expose the core backend to public traffic.
Fixed-fee predictability
A single $16,500 development fee with no monthly licensing removes the cost uncertainty of competing proposals.
Roadmap, not scope creep
Phases 2 and 3 are documented as future opportunities and are not part of the Phase 1 commitment.
What we'd resolve before locking the schedule
Risks & Open Questions
Risks & mitigations
Source data model not yet reviewed
The estimate assumes the current four-table scope; material additions could require a change request.
Source data availability
Sync depends on continued read access to the existing source tables.
Credential and access readiness
Timely access to schemas, queries, Crystal Reports forms, and the current portal reduces discovery risk.
Scope changes after UAT
One round of UAT revisions is included; additional changes are handled at the stated day rate.
Open questions / access needed
- Database schemas and representative queries for orders, invoices, and shipping
- Crystal Reports forms and screenshots of current portal views
- Access or links to the existing customer portal
- AWS / hosting preferences and any internal security requirements
- Single primary point of contact for questions and UAT sign-off
Next Steps
Three steps to turn this into a committed plan.
Share technical inputs
VCOM provides schemas, queries, Crystal Reports forms, screenshots, and portal links so we can confirm the fixed fee and timeline.
Monday 11:00 AM follow-up call
Review this proposal with Phil and his partner to deepen the technical and strategic discussion.
Kick off Phase 1
On approval, begin the ~4-week build with a target go-live at end of Week 4.
Direct contact: hello@webisoft.com
Webisoft · Montreal, QC · webisoft.com
Confidential — VCOM Companies · Customer Self-Service Portal Modernization