Multi-Tenant Business Hub Development

PROJECT TITLE

Build Receptionistas Business Hub V1 — Multi-Tenant Customer Portal


PROJECT OVERVIEW

Receptionistas is developing a simple Business Hub for sole traders, microbusinesses and small owner-managed companies.

The Hub will bring together information from:

1. Mia, our AI receptionist
2. The customer’s Receptionistas website
3. Stripe website payments
4. A small number of combined business statistics

This is a focused V1 project.

We are not looking for a full accounting platform, advanced CRM, website builder or complex AI business-intelligence system.

The priority is to create a secure, easy-to-use and scalable multi-client portal that can be expanded later.


CURRENT TECHNOLOGY

Our current and planned technology includes:

- Retell AI
- Make.com
- OpenAI / GPT
- Stripe
- Google Workspace
- A central database
- A customer-facing web portal

We are open to recommendations for the portal, database and hosting technology.


V1 SCOPE


1. CUSTOMER PORTAL

Each customer should have a secure login and access only their own business information.

The portal should include:

- Dashboard
- Mia
- Website
- Payments
- Insights
- Business Profile or Settings

The interface should be clean, professional, mobile responsive and easy for non-technical users.


2. MIA

Mia is the Receptionistas AI receptionist, powered by Retell AI.

The portal should display structured information from Mia’s calls, including where available:

- Caller details
- Date and time
- Reason for the call
- Service requested
- Call summary
- Call outcome
- Booking or follow-up status
- Opportunity value
- Recording or transcript reference

Users should be able to search and filter their own Mia activity.


3. WEBSITE

The Website section should display activity generated through the customer’s Receptionistas website, such as:

- Contact enquiries
- Quote requests
- Booking requests
- Purchases
- Customer details
- Service selected
- Payment status
- Date and time
- Current status

Users should be able to search and filter their own website activity.


4. STRIPE PAYMENT STATISTICS

V1 should display payment information from Stripe for payments made through the customer’s Receptionistas website.

This is for payment reporting only.

Customers will not manually enter income, expenses or other financial transactions.

The portal may display:

- Successful payments
- Payment date and amount
- Payment status
- Customer or order reference
- Refunds
- Stripe fees, where available
- Net payment amount, where available
- Total website payment revenue
- Number of transactions
- Average transaction value
- Revenue over time

The portal must not collect or store raw card details.


5. MINIMAL INSIGHTS

The Insights section should be simple in V1.

It should summarise key information already available from Mia, the website and Stripe.

Possible statistics include:

- Number of Mia calls
- Mia enquiries and bookings
- Website enquiries
- Quote and booking requests
- Website purchases
- Total Stripe revenue
- Number of successful payments
- Average payment value
- Refund totals
- Enquiries by source
- Most requested services
- Activity over a selected date range

Simple cards, charts and tables are sufficient.

Advanced AI-generated recommendations are not required in V1.


6. BUSINESS PROFILE

Each client should have a Business Profile containing basic information such as:

- Business name
- Contact details
- Address
- Services
- Opening hours
- Notification preferences
- Retell connection status
- Stripe connection status
- Account status

Changes that could affect a live Mia configuration should require review and approval before going live.


USER ROLES

The platform should support at least two roles.


Customer

A customer should be able to:

- Log in securely
- View only their own business data
- View Mia activity
- View website activity
- View Stripe payment statistics
- View the Insights dashboard
- Update permitted profile information
- Submit relevant changes for review


Receptionistas administrator

An administrator should be able to:

- Create and manage client accounts
- View and support client accounts
- Activate or deactivate clients
- Review submitted changes
- View integration status
- Investigate errors
- Manage onboarding


MULTI-TENANT REQUIREMENT

This is a shared multi-client platform.

Each business must have a stable internal client identifier.

One client must never be able to view, update or trigger another client’s information.

Client isolation must be enforced on the server and at the data layer, not only in the user interface.

The system should not require a separate codebase, database structure or Make scenario for every client.


INTEGRATIONS

The portal should integrate with:

- Make.com
- Retell AI data received through Make
- The Receptionistas website or website backend
- Stripe
- A central database

The successful freelancer should define the recommended data flow, API structure and webhook approach.


SECURITY REQUIREMENTS

The solution should include:

- Secure authentication
- Role-based access
- Multi-tenant client isolation
- Server-side permission checks
- Secure storage of API keys and secrets
- Webhook verification
- Input validation
- Duplicate-event prevention
- Safe logging
- Protection of personal information
- Error monitoring
- Backup and recovery

The platform should fail safely if a client cannot be identified, is inactive, or an incoming event is invalid.


MAIN DELIVERABLES

The project should include:

1. Recommended technical architecture
2. Database design
3. Secure customer login
4. Multi-tenant customer portal
5. Receptionistas administrator area
6. Mia activity section
7. Website activity section
8. Stripe payment statistics section
9. Minimal Insights dashboard
10. Business Profile section
11. Make.com integration
12. Retell data integration
13. Stripe integration
14. Responsive design
15. Testing
16. Deployment
17. Source code
18. Technical documentation
19. Administrator instructions
20. Handover session


OUT OF SCOPE FOR V1

V1 does not include:

- Manual income entry
- Manual expense entry
- Bookkeeping
- Full accounting
- VAT or tax calculations
- Payroll
- Bank feeds
- Bank reconciliation
- Invoicing
- Advanced CRM
- Full website builder
- Advanced AI-generated business advice
- Native mobile applications
- Automatic live Mia changes without approval


PREFERRED EXPERIENCE

Applicants should ideally have experience with several of the following:

- Multi-tenant SaaS development
- Customer portals
- Admin dashboards
- Secure authentication
- PostgreSQL or Supabase
- Stripe and Stripe webhooks
- Make.com
- Retell AI
- OpenAI APIs
- Role-based permissions
- Data visualisation
- GDPR-aware system design


IMPORTANT

This is intended to be a focused and practical V1.

We want a secure foundation without unnecessary overengineering.

The preferred approach is a shared, configuration-driven, multi-client system with strong client isolation.


QUESTIONS FOR APPLICANTS

Please answer the following:

1. What technology would you recommend for the portal, database and hosting?

2. How would you ensure that one client can never access another client’s data?

3. How would you connect the portal with Make.com, Retell AI, the website and Stripe?

4. How would you support and separate multiple clients’ Stripe payment data?

5. How would you prevent duplicate Retell and Stripe webhook events?

6. How would you protect API keys, secrets and personal information?

7. What would you include in the first milestone?

8. What parts of this brief would you simplify for the first release?

9. What similar multi-tenant portals or SaaS systems have you built?

10. Please provide relevant examples of your work.

11. Please provide an estimated total price.

12. Please provide an estimated timescale.

13. Please propose a milestone structure.

14. Please identify any required third-party subscription or hosting costs.


PROPOSAL FORMAT

Please structure your response as follows:

- Your understanding of the project
- Recommended technology
- Proposed architecture
- Relevant experience
- Security approach
- Development stages
- Milestones
- Estimated timescale
- Estimated price
- Ongoing costs
- Questions or concerns

Generic proposals that do not address the actual requirements may not be considered.


PROJECT OBJECTIVE

The finished V1 should allow a small business owner to log in and see:

- Their Mia calls and outcomes
- Their website enquiries and activity
- Their Stripe website payment statistics
- A simple combined overview of business activity

The platform should provide a strong foundation for later versions without making V1 unnecessarily complex.

This project is primarily a secure SaaS application with API integrations. Experience building multi-tenant customer portals is more important than visual design experience.