Draft for approvalSeptember 28, 2026

MTP Client Portal Redesign

One place for every traveler to see what is left before their trip, keep their profile current, complete a brand-aware pre-trip form, and pay invoices with a clear view of what is due now.

Client: The Kautapen Group
Design owner: Federico Drago
Delivery: WebtrixPro
Scope: 79 features · 4 phases

Where the 420–450 hours go11–12 weeks full time · 21–23 weeks part time

Shared24h
Dashboard33h
My Profile51h
Pre-trip forms96h
Invoices & payment63h
On-site invoices8h
Our Company12h
QA & testing60–70h
Review, PM, UAT43–48h
Contingency30–45h

Goals

Show every client, per upcoming trip, exactly what is left to do before travel.
Let clients update their profile one section at a time, with a warning before losing changes.
Make the pre-trip form brand-aware: fly fishing for Nervous Waters, firearms for David Denies and Red Stag Patagonia.
Make invoices easy to read: what is owed now, what is paid, and what insurance costs.
Deliver a responsive portal for desktop, tablet, and phone.

Not in this release

Mobile app changes (discussed separately)
Surveys redesign (stays visible, unchanged)
New payment rules (50/50, 100%, 90-day rule, card fee stay as-is)
New design work (Figma is final)

What we build

79 features across 7 areas

Pick an area to see its features, how the development hours break down, and how the client will accept it.

Shared

Phase 1 · 24 dev hours

Layout shell, navigation, and the save pattern every other screen reuses.

Features

SH-01Portal content has a maximum width of 1300px, centered.
SH-02Every screen works at desktop, tablet, and phone widths. Side-by-side regions stack.
SH-03The dashboard always reflects current profile data.
SH-04No separate edit mode. Save is inactive until something changes.
SH-05Leaving with unsaved changes opens a save / discard dialog. Pre-trip also lists what is missing.
SH-06Staff-only notes use a grey staff style and are hidden from clients.

Hours breakdown

Client layout shell: max width, new top navigation, tablet and phone breakpoints12h
SH-01, SH-02
One reusable section-save and unsaved-changes pattern10h
SH-04, SH-05
Staff-only notes styling2h
SH-06

Accepted when

At 1920px, content never exceeds 1300px. At 768px and 390px, no horizontal scroll or overlap.
Editing any field activates Save. Leaving before saving shows the dialog.

Budget

How the full scope fits in 420–450 hours

The earlier full-scope estimate ranged from 445 to 688 hours. This plan delivers every feature by building on what the codebase already has, with a realistic QA margin and a contingency buffer.

Development287h

Building every feature in the list

QA and testing60–70h

Our own testing across every role, device, and payment path before the client sees it

Review, PM and UAT fixes43–48h

Code review, coordination, corrections after client testing

Contingency30–45h

Buffer for surprises found in the existing code during the build

The approach

Low estimate per itemEach work item is priced at its low estimate, grounded in what the codebase already has.
Simpler option on open decisionsWhere the spec leaves a choice open, the simpler option is included. The larger option is a change request.
Realistic QA, review and PM103–118 hours (about 26% of the total), in line with the usual 25–35%.
Contingency buffer included30–45 hours for issues found in the existing code. Scope changes and the larger decision options are still estimated separately.

Already in the codebase

PaymentsAuthorize.net charges, 50/50 vs 100% plans, 3.5% fee per invoice, wire / check pending, history, real-time status.
InsuranceInclude / exclude, totals recalculate, choice persists across payments.
ProfileMost fields, emergency contact, medical, drinks, manager notes, email sync to login.
Pre-tripPer-lodge dates, calendar button, loaner gear, gun blocks, flights, submit emails.
On-site invoicesClient list, detail dialog, per-invoice card fee, QR payment link.
Brands & lodgesLogos, colors, websites, and lodge records in staff settings.
SharedUnsaved-changes dialog, CDN image upload, passport photo upload and preview.

Timeline

Four phases, each ending on staging

Phase 1 goes first because its layout shell and section-save pattern are reused everywhere else. Holidays and client review wait time are not included.

8 h/day · 53–57 days · 11–12 weeks

At 420 hours
Up to 450 hours

Phase 1Shared layout, dashboard, My Profile
158–169h
Phase 2Pre-trip forms, incl. role at invoice creation
140–151h
Phase 3Invoices and payment
92–99h
Phase 4On-site invoices and Our Company
30–31h

Phase 1Weeks 1–5158–169h · 20–21 days

Phase 2Weeks 4–8140–151h · 18–19 days

Phase 3Weeks 8–1192–99h · 12 days

Phase 4Weeks 10–1230–31h · 4 days

Milestones

Layout shell and navigation on stagingEnd of week 1
Dashboard and My Profile ready for reviewWeeks 4–5
Pre-trip forms ready for reviewEnd of week 8
Invoices and payment ready for reviewWeeks 10–11
On-site invoices and Our Company readyWeeks 11–12

Assumptions & decisions

What 420–450 hours includes — and what would change it

Each assumption picks the simpler option. Choosing the other option is a change request, estimated separately.

Topic	Included in 420–450 h	Change request if…
Role at invoice creation	One role per person per trip	Role stored per lodge per person
“Partially filled” status	Client portal and staff pre-trip list	Staff KPIs, filters, and mobile app also need it
Invoice client block	Live profile data (as today)	Snapshot frozen at invoice creation
Payment plan stages	Derived from existing invoice data	A stored deposit / balance stage
On-site invoices	Existing on-site payment flow	New on-site payment rules
Our Company content	Client supplies text, brochure, lodge links	Content writing or data entry by WebtrixPro
Mobile app	Not included	Mobile API must return new fields and statuses
Design	Figma is final and supplied	New screens or design rounds
Surveys	Not included	Survey screens change

Non-functional requirements

Responsive: Desktop, tablet (768px), phone (390px) for every screen.
Browsers: Latest Chrome, Safari, Edge, Firefox; iOS Safari; Android Chrome.
Security: Staff-only fields removed server-side. Clients only access their own records.
Payments: Card data goes only to Authorize.net (Accept.js). Amounts validated on server.
Data: New fields via migrations. Existing records keep working.
Performance: Dashboard and invoice pages load in under 3 seconds.
Compatibility: Existing mobile app keeps working with the database changes.