Customer Requirement

Klaviyo WordPress integration that includes:

Create “Won User” List in Klaviyo This will be a specific Klaviyo List that contains users who win auctions.
User places a bid and wins: Automatically add the winning users to a Klaviyo list (e.g., “Auction Winners”).

Development

Klaviyo WordPress integration to create won user list
- Collect API Key and “Won List” ID from admin
  - Action:
    - Admin enters Klaviyo Private API Key and saves it in the system.
    - Choose the Klaviyo list from the dropdown menu.
  - Backend Logic:
    - Simple settings page with input fields for API Key and default List ID.
    - Store the API Key and default list ID securely in the database.
- Admin Backend Page for Klaviyo Setup
  - Create a dedicated settings page in admin to manage the Klaviyo integration:
  - Features:
    - API Key Input field
    - “Test Connection” button – makes a sample API request to Klaviyo to confirm credentials.

Hook into “Auction Won” Event
- Trigger: When a user wins an auction (platform logic).
- Action:
  - Use the won hook to capture user ID from the auction.
  - Pass this user’s data (e.g. email, name) to Klaviyo through their API

On Auction Won → Add User to Selected Klaviyo List
- Steps in Code:
  - Get User ID from auction won hook
  - Check if Profile Exists in Klaviyo (via email)
  - If profile not found Create profile
  - Add Profile to List (Collection)

Estimated Effort for all = 20 hours

Effort

Estimated Effort = 20 hours

Proposed link

Customer Requirement

Generate a Winning Bidder PDF document that includes:
- Full user account information of the winning bidder
- The product details of the auction item.
- The final bid information
- Complete bid history for the auction
Automatically send this PDF as an attachment to the winner notification email

Development

Generate auction PDF and Attach to Winner Email
- Create a system that will automatically generate a professionally formatted PDF document after an auction ends, containing:
- Winning User’s Account Information
  - Full name, Billing address, Phone number, Email, Custom registration fields (e.g., ID info, mother’s name, etc.)

Auction Product Details
- Auction title , Auction image , Auction start and end time, Starting price , Final winning bid

Bidding History
- Complete log of bids placed on the product , Bidder name, Bid amounts, Winning bid

Estimated Effort for all = 13 hours

Send all detail generated Pdf to winner mail
- Attach this PDF to the auction winner notification email that is sent to the winning bidder
- Estimated Effort for all pages = 07 hours

Effort

Estimated Effort = 20 hours

Commercials

Project Cost

Total Cost
- Total Development will be 20 hours
- Our hourly rate is USD 45/hour, but we won’t charge hourly as the cost will be huge = 20 hours x USD 45/hour = USD 900

Note:

The dates mentioned above are subject to advance payment and any dependencies that a particular milestone has in terms of clarifications from the customer.

The fee does not involve any third-party costs, such as domain registration, hosting, theme purchases, or plugin purchases, which are to be borne by the Client.

Proposed link

Customer Requirement

This proposal outlines the workflow and features of the Auction Invoice System designed to streamline invoicing and payment management after auction events. The system ensures accuracy, transparency, and automation for both internal finance teams and auction clients.

🔁 Workflow Overview

Post-Auction Verification
- After each auction ends, the finance team will review and verify the winning bidder for each auction lot.
- This step ensures the correct highest bidder is selected, reducing errors and maintaining trust.
Invoice Generation
- Upon successful verification, the system generates an invoice for the winning bidder.
- The invoice includes:
  1. Auctioned item’s final price
  2. Applicable discounts (see below)
  3. Dual currency display (USD + local currency)
Discount Logic
- The system supports both automatic and manual (admin-defined) discounts:
- Automatic Discounts
  1. 2% discount for using a referral code
  2. 2% discount for prompt payment
- Manual Discounts (Admin-Defined)
- Admin can add custom discounts (fixed amount) to any invoice.
Invoice Dispatch
- Once generated, invoices are automatically sent to the customer’s registered email.

Payment Tracking
- After payment confirmation, the finance team updates the payment status in the system.
- Key features include:
  1. Statuses like “Unpaid,” “Partially Paid,” “Paid”
  2. Option to resend updated invoice with payment confirmation
Multi-Currency Support

Invoices will support dual currency display, e.g., USD and customer’s local currency

Design and Development

⚙️ Admin Settings & Invoice Configuration (Within WP Backend)

The invoice system will be developed into your existing WordPress backend. We will use a invoice plugin and will customize that plugin’s functionality to achieve the workflow.

Invoice General Settings Module Includes:

Company Info: Add header/footer content, logo, and billing address.
Currency Settings:
- (e.Set base currencyg., USD)
- Optional multi-currency support (e.g., SGD, PHP) with manual or auto exchange rate entry.
Invoice Prefix & Format: Customize invoice number format (e.g., INV-2025-001)
Bank Account details

🔧 Development Process:

1. Create Admin Settings Screen

Develop a settings page under the WordPress Admin (e.g., under Woocommerce > pdf invoices – extend).
Use ACF Options Page for structured field handling.

2. Company Info Section

Fields to include:
- Company Logo Upload (Image)
- Header Content (Rich Text or HTML)
- Footer Content (Rich Text or HTML)
- Billing Address (Text/Textarea)
Currency Settings
- Add options to:
  - Set base currency (Dropdown: USD, EUR, INR, etc.)\
  - Enable optional multi-currency support (Checkbox)
  - If enabled, display:
    - Additional currency list (Multi-select: SGD, PHP, etc.)
    - Manual exchange rate entry (number input per currency)
    - Option to enable automatic exchange rates (via API integration – optional in future phase)

Development Effort = 10 hours

🛒 Generate Order & Invoice After Auction Ends

Use Case: Generate Order & Invoice After Auction Ends

Auction Ends
Admin reviews auction result via Product Edit Page
Click: “Generate Order & Invoice”
- Redirects to Add New Order screen
Click: “Create Order”
- Refer layout
- Admin selects:
  1. Winning user (auto-suggested if winner exists)
  2. Adds optional Discount Note
- Order is saved and visible in the system
Click: “Generate Invoice PDF”
- PDF generated with branding, invoice number, due date

Note: Will use WooCommerce order system to setup invoice

🔧 Development Process:

1. Hook Into Auction Completion

Detect when an auction ends (via cron or auction status).
Save winning user ID and winning bid amount as custom post meta.
Mark product status as “Auction Completed”.

2. Extend Product Edit Page

On WooCommerce product edit screen, show a new button:
“Generate Order & Invoice”
- Only visible if:
  - Product is an auction.
  - Auction has ended with winner.
  - No order has been created for this auction yet.
  - Refer mockup layout

3. Redirect to Custom Add Order Screen

On button click:
- Redirect admin to a custom “Add New Order” page (can reuse WooCommerce UI with override).
- Pre fill form with:
  - Product title and final bid price
  - Quantity = 1
  - Winning user (auto-filled if exists)

4. Create Order

Admin can:
- Confirm or change Winning User (search dropdown)
- Apply Manual Discount (type selector: fixed/percentage)
- Add an optional Discount Note
Upon clicking “Create Order”:
- Programmatically create a WooCommerce order:
  - Set customer
  - Add product
  - Apply discount
  - Attach note (as order note or meta)
- Save Order
- Refer layout

5. Generate Invoice PDF

On Order Detail Page:
- Add “Generate PDF” button
- Clicking triggers PDF generation with:
  - Branding (logo/header)
  - Invoice number (fetched from general settings module)
  - Due date (configurable or default +7 days)
  - All order line items and totals
PDF saved and view

Development Effort = 13 hours

✏️ Order Edit Options

To maintain accurate reporting and financial tracking, the system will offer two editing paths based on the order payment status:

🔁 1. Edit Unpaid / Processing Orders

If the order status is Unpaid or Processing:
- Admin can freely edit order details (e.g., product, user, discount).
  Admin can regenerate the invoice PDF after making changes.
- The new invoice will replace the previous one under the same order.

🚫 2. Paid Orders – Cancel & Reissue

If the order is already marked as Paid:
- Direct editing is disabled to preserve accurate reporting and financial audit trails.
- To make changes:
  - Cancel the existing paid order.
  - Create a new order with corrected details.
  - Generate a new invoice based on the new order.

Development Effort = 4 hours

👤 Front-End: User Profile > Orders Tab

Allowing users to view and manage invoices related to auctions they’ve won.

Each user profile includes an “Orders” section:

Shows related auction lots the user won.
Displays associated invoice with:
- View/download PDF

Development Effort = 5 hours

📧 Send Invoice via Email

Once an invoice is generated, the system will:

Automatically send the invoice to the user’s email address.
Email includes:
- Invoice PDF attachment
- Payment instructions and deadline
Option to resend email manually from the invoice screen.

Development Effort = 4 hours

Effort

Total Development Effort = 36 hours

20% discount
■ Final Cost : 1296 USD