processes in one system
From planning and call-outs to payroll and client correspondence.
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HoReCa · service
Corporate CRM, built from scratch, for a large HoReCa service operator
The client is one of Russia’s largest HoReCa ventilation-maintenance operators: hundreds of restaurants, nationwide coverage, market leader in Moscow and Saint Petersburg. Their entire operational core lived in Excel, messengers and paper work orders. We replaced it with a single CRM that runs the company from the monthly plan to the brigade’s payroll.
The pain
- Monthly plans lived in Excel — every cycle was a manual diff against actuals.
- Work orders were printed on paper, lost, re-signed.
- Photo reports came in via WhatsApp — nobody knew which photo belonged to which site.
- Client correspondence ran through personal mailboxes — threads were lost, replies confused.
- Mail templates were edited by hand for every recipient.
- Brigade salaries were calculated in Excel: who, where, how many hours.
- Fleet, vehicle assignments, routes — separate spreadsheets and phone calls.
- Changing a single role permission meant a developer ticket and a release.
What we did
- A full CRM where the whole company lives — from worker to CEO. Each role has its own screens and permissions.
- Orders calendar with drag-and-drop: brigade load for the next month is visible at a glance, dates move with the cursor.
- Digital work orders with the full lifecycle: 14 statuses from creation to a signed act.
- Photo and video evidence from sites auto-attaches to the right order. You can require shots for specific checkpoints (entrance, panel, filter).
- Built-in mail client with business templates: incoming mail auto-links to orders, outgoing mail picks a template.
- Fleet tracking: vehicles, brigades, drivers, link to orders.
- Payroll calculated from actual hours and closed orders.
- Excel plan import: one button instead of hours of copy-paste.
- Dynamic admin: roles, permissions, regions, mail templates, document types, photo requirements — all editable via UI without a release.
- Web push notifications for new tasks, re-scheduling and approvals.
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What it looks like
A few key screens from the live system.
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What we ended up with
manual office work
Excel sheets and printouts replaced with a single CRM.
operational visibility
Who, where, at what stage — in one window per role.
lost work orders
Everything digital — nothing gets misplaced.
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What the system does
- 01
Planning
Monthly plans, norms, Excel import, history and plan-vs-actuals.
- 02
Call-outs & calendar
Drag-and-drop calendar, brigades, drivers, vehicles, routes, re-scheduling.
- 03
Work orders
Full lifecycle from creation to act, mobile view for the brigadier.
- 04
Photo & video reports
Per-site checkpoint links, shot requirements, checklist verification.
- 05
Mail client
IMAP + SMTP, mail templates, auto-link of incoming to orders.
- 06
Fleet tracking
Vehicles, drivers, links to brigades and orders.
- 07
Payroll
Hours- and order-based salary calculation, payment history.
- 08
Documents & approvals
Documents per site and contract, client approval flow.
- 09
Dynamic admin
Roles, permissions, regions, mail templates, document types — without releases.
- 10
Notifications & inbox
Web Push, personal inbox per user, client replies.
— a similar project for you
Want the same — to move your business into a system?
Tell us what to automate. We come back with an architecture proposal and an estimate within a couple of days.
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Full-stack CRM · field service
Greenfield corporate CRM: 12+ modules, dynamic RBAC, built-in mail client
A full corporate CRM for one of the largest HoReCa-service operators in Russia. Replaced an Excel + paper + messenger + personal-mailbox stack with a single platform that runs every operational process: planning, work orders, photo and video evidence, fleet, payroll, document workflow, IMAP inbox with auto-link to orders, dynamic RBAC, mail templates and push notifications.
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Stack
- Frontend
- Next.js 16 · React 19 · TypeScript · Tailwind CSS 4 · shadcn/ui
- Backend
- Express · TypeScript · PostgreSQL 16 · node-postgres
- Storage
- MinIO (dev) · S3-compatible object storage (prod) — photos, videos, documents
- Infra
- Docker Compose · Nginx · Let’s Encrypt · Flyway-style migrations (in-process)
- Auth
- JWT access+refresh with rotation · bcrypt · multi-role users · sessions
- Yandex SMTP outbound · IMAP parser inbound with auto-link to orders · mail templates · send audit
- Notifications
- Web Push (VAPID) · IMAP inbox with auto-replies · configurable notification rules
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Architectural decisions
- 01
Dynamic RBAC through a permission registry
9 roles × 87 permissions = 371 links in the DB. Permissions are data, not code — edited by admins through the UI without a release. The permission registry is seeded by migration; role↔permission pairs live separately, which keeps permission migrations safe.
- 02
Multi-role users without a single role column
A user can be a brigadier in one team and a technical director of another region at the same time. Implemented as many-to-many user_roles instead of a flat role column — otherwise we’d be cloning accounts.
- 03
Full work-order lifecycle
An FSM-like status model with a transition matrix and per-role visible statuses (role_visible_statuses). Orders cannot skip a stage, and each role only sees a relevant slice of the queue.
- 04
Dynamic photo and video evidence requirements
photo_requirements + photos with typing. You can require specific shots per site checkpoint (entrance / panel / filter) and prevent order closure without them. Mobile uploads land in S3 directly.
- 05
IMAP inbox with auto-link to orders
An inbox_messages parser extracts the order number from subject and body and auto-links incoming mail to related_order_id. Approvals are visible right inside the order card.
- 06
Mail templates for business processes
email_templates with variables ({order_number}, {object_address}, {brigade}, {date}). The operator picks a template, the system fills it from the order, Yandex SMTP sends it, sent_messages logs it.
- 07
Excel plan import
excel_imports + plan_items: monthly plan from one file, validation against sites/norms/contracts, idempotent retry with import history.
- 08
Fleet tracking and payroll
vehicles ↔ brigades + order_workers + order_worker_payments. Payroll is calculated automatically from actual hours and closed orders.
- 09
Configurable notification rules
notification_rules: the admin picks which events trigger which push/email for which role. No code change — config in the UI.
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Project metrics
12+functional modules
89migrations
9roles in hierarchy
87permissions
371role↔permission links
14lifecycle stages
1 + 1developer + AI integrator
100%configurable via UI
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What it looks like
A few key screens from the live system.
01screenshot
02screenshot
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05screenshot
06screenshot
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Inside the system
Drag-and-drop calendar
Move work-order dates and brigades with the cursor, conflict-check, filters by region, status and brigadier.
Work-order detail
All statuses, transition history, photo and video evidence, approvals, payroll, documents.
Sites registry
Grid and list, filters by region, work history, contracts, norms, recommended brigades.
Dynamic admin
9 roles, 87 permissions, mail templates, regions, documents, photo requirements — all via UI.
Built-in mail client
IMAP + SMTP, auto-link of incoming to orders, outgoing templates with variables, send audit.
Fleet tracking
vehicles ↔ brigades, drivers, links to orders and regions.
Payroll
Calculated from actual hours, payment history per employee.
Excel plan import
One file — monthly plan, validation against sites, import history and rollback.
Notifications
Web Push (VAPID), per-user inbox, configurable rules.
Document workflow
Documents per site, contract and employee, configurable document types.
Client approvals
Auto-generated approval mail, IMAP-side linking of client reply to order.
Dashboards and analytics
Brigade load, conversion by status, plan vs. actuals, reports by region.
— a similar project for you
Want the same — to move your business into a system?
Tell us what to automate. We come back with an architecture proposal and an estimate within a couple of days.