WooCommerce Certificate Portal Development

Custom WordPress WooCommerce Certificate Ordering and Management System in Dutch language

Project type: Fixed price

We need an experienced WordPress/WooCommerce developer to build a complete certificate ordering and management system within an existing WordPress website.

The system must support three ordering methods:

1. Public website: New customers order certificates online without an existing account.
2. Customer dashboard: Existing customers and companies order certificates, manage employees and download certificates.
3. Administrator dashboard: The administrator manually creates orders for customers contacting the business by telephone or email.

All methods must use the same database, approval process, PDF generation, numbering system and expiration management.

1. CERTIFICATE ORDERING

Integrate with WooCommerce while preserving the existing website design.

Customers must be able to select certificate types, quantities, enter personal details for each certificate holder, upload required documents and complete payment.

Support individual and bulk orders. For example, a company ordering 10 certificates must be able to enter information for 10 different employees in one checkout.

Each certificate type must support configurable prices, required fields, validity periods and PDF templates.

Payment methods: Credit/debit cards, Dutch online banking and bank transfer.

Guest checkout and optional account creation must be supported.

2. CUSTOMER AND COMPANY DASHBOARD

Customers must be able to:

View all certificates and application statuses.
Download issued PDF certificates.
See expiration dates and order history.
Order new certificates and request renewals.
Manage account information.

Companies must additionally be able to view and manage certificates for all their employees, search/filter records and place bulk orders.

Company data must be strictly separated. One company cannot access another company's information.

Initial scope: One company administrator per company.

3. ADMINISTRATOR DASHBOARD

Create a dedicated WordPress administration interface with:

Overview of orders and applications.
Search/filter by customer, employee, company, certificate type and status.
Approve, reject or request corrections per individual certificate.
View submitted information and documents.
Edit certificate information with an audit trail.
Create manual orders for telephone customers.
Manage prices, certificate types, templates and validity periods.
Record manual payments.
Download, resend or revoke issued certificates.
View upcoming expiration dates.
Configure certificate numbering and discounts.

Required statuses: Awaiting Payment, Awaiting Approval, Corrections Required, Approved, Rejected, Issued, Expired and Revoked.

Certificate approval must be independent of WooCommerce order status.

Certificates can only be issued after payment confirmation AND administrator approval.

4. MANUAL ORDERS

The administrator must be able to create orders for customers who do not want to order online.

Select an existing customer or create a new customer/company.
Add one or multiple certificate holders.
Select certificate types and enter personal details.
Upload supporting documents.
Create manual WooCommerce orders.
Select invoice, bank transfer, payment link or already paid.
Apply discounts where applicable.
Approve certificates and generate PDFs.
Email certificates automatically.
Save all certificates in the customer/company records.

Customers without an online account must be supported, with the option to activate dashboard access later.

Manual orders must use the same certificate database and renewal system as online orders.

5. AUTOMATIC PDF GENERATION

After payment and approval, automatically generate a personalised PDF certificate containing:

Certificate holder details.
Certificate type.
Unique certificate number.
Issue date and expiration date.
Company information when applicable.
Professional branded certificate design.

Support three initial PDF templates with configurable fields and validity periods.

PDFs must be securely stored and downloadable from customer and administrator dashboards.

Previously issued PDFs must remain unchanged after template updates.

No QR codes or public verification system required.

6. UNIQUE CERTIFICATE NUMBERING

Every issued certificate must receive a unique sequential number with a configurable prefix per certificate type.

Examples:

HEF-000001, HEF-000002
BHV-000001, BHV-000002

Each certificate type has its own numbering sequence.

Administrator can configure prefixes, starting numbers and formatting.

Numbers are assigned when certificates are issued, not when ordered.

Bulk and manual orders use the same numbering system.

Numbers must never be duplicated or reused. Renewals receive new numbers and previous records remain available.

Number generation must be safe when several certificates are issued simultaneously.

7. DISCOUNTS AND COUPONS

The system must support:

Fixed-amount coupons, for example €10 discount.
Percentage coupons, for example 15% discount.
Automatic quantity discounts based on the total number of eligible certificates ordered.

Example quantity discounts:

1 to 4 certificates: Regular price
5 to 9 certificates: 5% discount
10 to 19 certificates: 10% discount
20 or more: 15% discount

All discount percentages and quantity thresholds must be configurable.

Requirements:

Coupon expiration dates and usage limits.
Restrictions for specific certificate types.
Quantity discounts across mixed certificate types.
Discounts on manual administrator orders.
Correct VAT calculations.
Discounts visible during checkout and in orders.
Optional combining of coupons and quantity discounts, controlled by administrator.

Use standard WooCommerce coupon functionality where possible.

8. EXPIRATION AND RENEWALS

Each certificate has an expiration date based on its certificate type.

Automatically send an email reminder 30 days before expiration.

The reminder includes certificate holder, certificate type, expiration date and a renewal link.

Renewal process:

Customer opens renewal link.
Existing information is prefilled.
Customer checks/updates details.
Required documents are submitted.
Payment is completed.
Administrator approves or rejects.
A new PDF with a new unique number is generated.

Previous certificates and their history must remain available.

The administrator must also be able to initiate renewals manually.

Use reliable scheduling and prevent duplicate reminders.

9. AUTOMATED EMAILS

Send branded emails for:

Order confirmation.
Payment confirmation.
Application awaiting approval.
Corrections requested.
Application rejection.
Certificate issued, including PDF or secure download link.
Expiration reminder.
Renewal confirmation.
Certificate revocation.

Email templates must be editable by the administrator. Include email delivery logging.

10. SECURITY AND TECHNICAL REQUIREMENTS

We prefer a dedicated custom WordPress plugin.

Preserve existing website design.
No WordPress or WooCommerce core modifications.
Responsive desktop and mobile interfaces.
Secure user permissions and company data isolation.
Protected PDF downloads and document storage.
GDPR-conscious data handling.
Secure payment integration.
Administrator audit logs.
Clean, modular and documented code.
Support thousands of certificate records.
No encrypted or obfuscated custom code.
Full source-code handover and commercial rights to custom development.
No mandatory external certificate-management SaaS subscription.
Development on staging before production deployment.

Reliable existing plugins may be used for standard features.

11. TESTING AND DELIVERABLES

The completed system must demonstrate:

Public ordering with online payments.
Bulk orders for multiple employees.
Individual approval/rejection within one order.
Manual orders created by administrator.
Correct automatic PDF generation and numbering.
Working fixed, percentage and quantity discounts.
Automated expiration reminders and renewals.
Secure customer/company dashboards.
Reliable email delivery.
Correct processing of bank transfers and offline payments.

Deliverables include complete working system, three PDF templates, testing, deployment, documentation, administrator instructions, full source code and a 30-day post-launch bug-fix warranty.

Optional features to quote separately:

CSV/Excel employee import.
Multiple company administrators.
Advanced reporting and exports.
Additional PDF templates.
Additional reminder schedules.

Excluded: Website redesign, LMS, course scheduling, examinations, accounting integrations and mobile apps.

12. DEVELOPMENT MILESTONES

Milestone 1: Foundation and Ordering, 20%
Technical setup, database, WooCommerce integration, online ordering, payments and initial manual ordering.

Milestone 2: Dashboards and Certificates, 30%
Customer/admin dashboards, manual orders, approval system, PDF generation, unique numbering and discounts.

Milestone 3: Automation and Integration, 30%
Expiration tracking, renewal reminders, automated emails, renewal workflow and integration testing.

Milestone 4: Testing and Launch, 20%
Final testing, security checks, bug fixes, deployment, documentation and source-code handover.

Payments released after each milestone has been demonstrated and approved.

13. YOUR PROPOSAL

Please provide:

Total fixed price and breakdown.
Proposed technical solution and plugins.
Development timeline.
All recurring licence or subscription costs.
Examples of comparable completed projects.
Confirmation of source-code ownership.
Testing, warranty and maintenance arrangements.

Start your proposal with the words CERTIFICATE PORTAL CUSTOM DEVELOPMENT.

Briefly explain how you would implement manual ordering, independent certificate approval, sequential numbering and quantity discounts.

Generic proposals or solutions based solely on standard LMS plugins will not be considered.