Replaced an Excel-based workflow with a real-time project management system covering quoting, invoicing, directories, Xero integration, and automated email.
The business ran project tracking, invoicing, client directories, and cashflow through a single Excel workbook: Cashflow Invoices Current.xlsx. As usage grew, it became a bottleneck: no access control, no collaboration, no accounting integration, and constant risk of corruption or conflicting edits.
The goal was to modernise the workflow without losing the domain logic embedded in years of spreadsheet conventions.
Margus digitises the operational lifecycle: quoting, pipeline management, WIP tracking, invoicing, payment cheques, and a full client/contractor directory, backed by Supabase (Postgres, Auth, Realtime, Edge Functions).
A dedicated seeding pipeline preserved historical data, enabling the team to validate real datasets from day one.
Every layer was chosen for speed of delivery, developer experience, and long-term maintainability.
Seven dedicated views (All, Quotes, Pipeline, WIP, Waiting, Done, Urgent) with searchable, paginated AG Grid tables and computed progress/fees.
VAT and historical invoice grids linked to projects/customers with outstanding amounts and VAT computations handled in SQL.
Relational directories for Customers, Architects, References, and Contractors with realtime updates via Supabase subscriptions.
Grid-based cheque register linked to projects and contractors, replacing manual spreadsheet tracking.
OAuth 2.0 flow, token refresh, webhook receiver with HMAC validation, contact syncing, and transaction fetching via Edge Functions.
Edge Function–powered email via Resend for quote delivery and workflow notifications.
Supabase Auth, protected routes, session management, and Postgres Row-Level Security policies across all tables.
Seeding package parsing the legacy workbook (ExcelJS), validating via Zod, and batch inserting across 8 tables in dependency order.
A serverless architecture where Supabase provides auth, database, realtime subscriptions, and edge compute, avoiding a custom backend server while keeping domain logic close to the data.
Frontend
Platform
Integrations
The schema mirrors the domain: projects sit at the centre, linked to clients, invoices, and payments through foreign keys. Computed SQL handles outstanding amounts, VAT calculations, and project numbering.
| Table | Purpose | Key relationships |
|---|---|---|
| projects | Core entity: fees, progress, urgent flags | FK → customers, architects, references |
| customers | Client directory with Xero contact sync | Synced via webhooks |
| architects | Architect contacts | Referenced by projects |
| references | Reference contacts | Referenced by projects |
| contractors | Contractor directory with banking details | Referenced by cheques |
| vat_invoices | VAT invoice records | FK → projects, customers |
| old_invoices | Historical invoice archive | FK → projects |
| cheques | Payment cheque register | FK → projects, contractors |
Repository bootstrapped with scaffolding and data analysis tooling.
Excel-to-Supabase pipeline; AG Grid pagination, type-safe column definitions, and early UI with dummy data.
Refactoring pass to modularise and simplify the component architecture.
Realtime subscriptions, computed summaries, and UI exploration.
React 19 + Vite SPA, protected routes, session management, and the full project display layer.
Email via Resend, then full Xero OAuth, webhook receiver (HMAC), contact sync, transaction fetching, and diagnostics.
Completed directory views, edge function refinements, and UI polish.
Historical Excel data migrated into Postgres with relational integrity.
Realtime updates remove version conflicts and manual refresh workflows.
Xero integration reduces double-entry and adds transaction visibility.