Provider ↔ Reseller Portal System
A centralised online portal that connects providers and Resellers, replaces spreadsheets with structured data, and generates reports with a single click.
1. Overview
This proposal covers the design and delivery of a centralised online portal that connects providers and Resellers, with the ability to generate custom manufacturer reports for upload into an external portal.
The solution uses Nex-a’s low-code stack (Softr, Xano, and Make) to balance development speed, cost efficiency, and long term scalability. The system is designed to launch quickly with a solid base build, and then layer automations on top as usage grows.
2. Objectives
- Streamline how Resellers submit, track, and repeat orders.
- Give the provider a single source of truth for all Reseller activity.
- Replace manual Excel workflows with structured, searchable data.
- Reduce time spent compiling updates for the manufacturer.
- Provide secure role-based access for providers and Resellers.
- Implement a clean data model for clients, orders, and statuses.
- Generate manufacturer-ready CSV or XLSX reports on demand.
- Create a foundation that can later integrate with CRM, accounting, or AI automations.
3. Proposed architecture
The portal is built around a simple but scalable architecture.
| Layer | Platform | Purpose |
|---|---|---|
| Interface | Softr.io | Branded web portal with role-based access for providers and Resellers. |
| Backend & database | Xano (Sydney region) | API-first backend and PostgreSQL database running in Xano’s Australia (Sydney) region, storing client, order, and reporting data. |
| Automations | Make.com | Handles notifications, report scheduling, backups, and external tool integrations. |
| Reporting | CSV / XLSX export | Creates manufacturer-ready files that match their import template. |
| Hosting | Softr + Xano cloud | Managed hosting, security, backups, and access control without server maintenance. |
4. Project stages
The project is designed so you can start with a Basic Build (Essential Portal) and add automations later as a Full Build (Automated Portal).
A focused discovery phase to confirm user journeys, data requirements and the manufacturer’s export format.
- Map provider and Reseller workflows for submitting and managing orders.
- Confirm core data fields for clients, orders and statuses.
- Review manufacturer import template so exports line up correctly.
- Prioritise the initial feature set for a fast, safe launch.
Build the working portal and backend — the everyday tool for providers and Resellers.
- Configure Softr portal, navigation and roles for provider/Reseller views.
- Design Xano data model (clients, orders, statuses) and expose clean APIs for Softr.
- Implement Reseller dashboard to submit and see their own orders.
- Implement provider dashboard to view, search and update orders across Resellers.
- Add the “Export for manufacturer” function (CSV/XLSX) aligned to their template.
- Apply Nex-a visual design and provide admin training.
Add essential automations so the system actively supports communication, delivery and reporting.
- Communication & emails – confirmations to Resellers, notifications to provider, optional priority alerts.
- Delivery & shipping – ETA calculation rules in Xano, reminders for upcoming/overdue dispatch, “dispatched” emails with tracking.
- Reports & exports – one-click manufacturer export, weekly summary email, optional export archive in Drive/SharePoint.
- Data safety – duplicate checks, required field validation, scheduled data backups of Xano tables.
Becomes active in the Full Build (Automated Portal).
Test with real scenarios, refine, then launch with training and documentation.
- User acceptance testing with sample Resellers and sample orders.
- Verify exported files work with the manufacturer’s portal.
- Apply final adjustments from feedback.
- Go live, run a walkthrough and hand over credentials and docs.
5. Investment summary
The figures below provide a range for the initial portal build. Final numbers will be confirmed at the end of discovery once requirements are locked in.
| Option | Description | Range (AUD ex GST) |
|---|---|---|
| Basic Build | Stages 1 & 2 – Essential Portal (provider/Reseller dashboards + manufacturer export) | A$ 6 000 – 7 000 |
| Automation & Launch Pack | Stages 3 & 4 – Automations, notifications, testing, launch & refinements | A$ 2 200 – 3 100 |
| Estimated total – Full Build (Basic + Automations) | A$ 8 200 – 10 100 | |
For most clients, the Basic Build (Stages 1 & 2) at A$ 6 000 – 7 000 ex GST is enough to replace spreadsheets and run the day-to-day workflow. The Automation & Launch Pack (Stages 3 & 4) can then be added once the core portal is in use.
5.1 Pilot → Grow model
To keep investment flexible, this project is designed as a pilot that you can grow over time.
Start with the Essential Portal (Stages 1 & 2):
- Provider and Reseller dashboards.
- Structured client and order data.
- Manufacturer-ready export file.
Investment: A$ 6 000 – 7 000 ex GST
Once the portal is in everyday use, add the Automation & Launch Pack (Stages 3 & 4):
- Automated emails and notifications.
- Delivery ETA logic and dispatch reminders.
- Weekly summaries and backup routines.
- Structured testing, launch and refinements.
Investment (add-on): A$ 2 200 – 3 100 ex GST
To simplify admin and scheduling, you can choose to:
- Pay the final locked quote in full after Stage 1 sign-off.
- Receive a 5% discount on the agreed total.
Example: A$ 7 000 → A$ 6 650 ex GST.
6. Ongoing software costs
The portal is built on platforms that charge modest monthly fees based on usage. These figures are indicative and can be tuned once we understand the expected number of Resellers, orders, and automation volume.
| Component | Starter usage | Growth usage | Notes |
|---|---|---|---|
| Softr.io | A$ 0 – 90 / month | A$ 150 – 450 / month | Free plan for early testing; Basic/Professional/Business plans as user counts and advanced features (API calls, advanced data sources, permissions) are required. |
| Xano (Sydney) | A$ 0 – 50 / month | A$ 90 – 220 / month | Free “Build” plan suitable for development and light use; Starter/Pro tiers for production workloads and dedicated Australia (Sydney) region hosting. |
| Make.com | A$ 0 – 20 / month | A$ 20 – 80 / month | Free plan for up to ~1,000 operations/month; Core/Pro plans as automation volume increases (notifications, exports, backups, integrations). |
| Domain and email | ≈ A$ 20 / year | ≈ A$ 20 / year | Typically already in place and managed separately. |
As a guide, early usage is likely to sit around A$ 80 – 150 per month in platform costs (mostly Softr + Xano Starter + Make Core). As the number of Resellers, orders and automations scales, this may grow toward A$ 250 – 500 per month depending on chosen tiers and data volumes.
7. Future enhancements
The initial build focuses on delivering a reliable core workflow. Once in place, there are several natural next steps:
- Automated upload of orders or status updates directly into the manufacturer’s system via API or SFTP.
- Advanced analytics and dashboards for turnaround time, Reseller performance, and repeat orders.
- AI-assisted insights, such as predicted delays or orders at risk based on historical patterns.
- Deeper integrations with CRM, accounting, or customer communication tools.
8. Payment schedule
To balance cash flow and commitment on both sides, payments are distributed across the project as follows:
| Milestone | Trigger | Percentage |
|---|---|---|
| Discovery complete | Sign off on functional specification and scope | 15% |
| Core system build | Base portal and backend in place for review | 50% |
| Automations and testing | Automations configured and UAT completed | 25% |
| Launch and handover | Go live and delivery of documentation | 10% |
9. Maintenance and support options
After launch, you can start simple and only pay for what you need, when you need it.
- Ad-hoc support: Available in 30-minute increments, billed at our standard hourly rate, for troubleshooting, tweaks, small enhancements or training.
- Service packages: If you’d like a more structured arrangement (e.g. monthly hours, SLAs), please refer to our current options at nex-a.com.au/sla.
10. Summary
This project delivers a practical, future-ready portal that connects providers and Resellers, removes manual spreadsheet handling, and makes manufacturer reporting simple and repeatable.
By starting with a solid Xano-backed Basic Build and adding automations on top, you get real-world value quickly without locking yourself into a rigid, over-engineered platform.