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

1. 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.
2. 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)
3. 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.
4. Invoice Dispatch
   • Once generated, invoices are automatically sent to the customer’s registered email.

5. 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
        
6. 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

1. Auction Ends
2. Admin reviews auction result via Product Edit Page
3. Click: “Generate Order & Invoice”
   • Redirects to Add New Order screen
4. 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
5. 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

Proposed link

Objective
To clean up and optimize the website’s structure, layout, and performance, with a focus
on enhancing the user experience, code maintainability, and speed.

1. Home Page
   • Clean up the code and organize the structure.
   • Set up proper management for the following sections:
   • Slider
   • Live Event Section
   • Past Event Section
   • Header/Footer management
     
     Estimated Time: 14 hours

2. Event Listing Page (Live & Past Events)
   • Clean and optimize the page structure.
   • Improve page load time.
   • Enhance the event listing layout.
   • Add “Lot End Time” to each event box.
     
     Estimated Time: 8 hours
     
3. Lot Detail Page
   • Clean and organize the code structure.
   • Improve page load time.
   • Properly display the bid history section.
   • Clearly show auction results.
     
     Estimated Time: 5 hours

4. General Site-Wide Optimization
   • Review all remaining pages.
     Improve structural consistency and speed optimization across the website.
     
     Estimated Time: 10 hours
     
5. Layout changes
   • The layout changes are not included in the current estimation. Once you share the list of layout modifications, we will review it—if there are any major changes, we’ll provide a separate estimation accordingly.

Total Estimated Time: 37 hours

The detailed proposal is here.

Commercials

1. Project Cost

• Total Cost
  • Total Ball Park Effort for Designing and Development will be 200 hours
  • Our hourly rate is USD 45/hour, but we won’t charge hourly as the cost will be huge = 200 hours x USD 45/hour = USD 9000
  • Actual Cost to us = Now, to cut down on costs, the billing approach that I’ll take will be to bill based on the resources allocated to complete this project.  In all fairness and openness with you, I have to reserve one designer for one month and one developer for 2 months. 
  • Final Discounted Cost = USD 3599
    • Please note that the above cost does not include the cost of our car auction software. You should purchase it first, and we will do all the work on top of it.

2. Delivery Schedule

• When can we Commence Work
  • I need to reserve the development time of two of my team members for a fortnight in advance so that we can start this project on June 18th. It will take two months to complete as we handle multiple projects in parallel.

• Payment Terms & Milestones
  • We will divide the whole project into two milestones and take advance payments before commencing each milestone. We will initially do work locally, and once that milestone is completed, we will upload it to your setup for your review. This approach will safeguard both of our interests. You pay and get your work on your site for review. 
• Milestones

Note: 

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