Your commercial path, digitised
Quote, convert, hire, invoice in arrears, post to Xero. Remaining term after early collection is first-class, not a spreadsheet workaround.
Board proposal · Confidential · October 2026
A purpose-built web system for Tiergaul Limited T/A Extraspace: quotes, contracts, EXT fleet, month-end hire invoices matching your commercial practice, Xero posting, and physical versus billed utilisation. Designed for Clondalkin and remote work. Owned by you. Built and supported by Refined Innovation Limited.
Quote, convert, hire, invoice in arrears, post to Xero. Remaining term after early collection is first-class, not a spreadsheet workaround.
Full source code on GitHub. Hosted on systems under your control. Standard languages so you are never locked to one supplier.
Refined Innovation Limited: wholly owned Irish company. Support 09:00 to 17:00 Monday to Friday, with emergency options.
01 · Executive summary
Extraspace runs a clear commercial cycle: quote cabin hire, convert to contract, invoice by calendar month in arrears (sample invoice 310810), and reconcile through the ledger. Today that path still depends on shared files and re-keying. This proposal funds a bespoke web hire desk that makes customers, sites, EXT serials, contracts, invoices, Xero and utilisation one live system for about five named users at go-live, scalable toward 25.
Board ask: Approve the €18,000 ex-VAT build (€22,140 inc. VAT), the 18-week plan, Xero Ireland as the ledger connector, and ongoing monthly infrastructure plus Basic or Enhanced support from go-live. Acceptance page at the end of this document (and on the one-page overview) is the written go-ahead.
| Item | Decision |
|---|---|
| Product | Extraspace hire and billing web platform (browser, MFA, roles) |
| Build price | €18,000 ex-VAT · €22,140 inc. Irish VAT 23% |
| Duration | 18 weeks (range 10 to 18 if extracts and Xero land early) |
| Ledger | Xero Ireland (API). Subscription is Extraspace’s cost. |
| Infrastructure from go-live | €350 / month ex-VAT, in advance |
| Support from go-live | Basic €225 or Enhanced €300 / month ex-VAT, in advance |
| Typical monthly (Basic + infra) | €575 ex-VAT · suitable for ~5 users |
| Supplier | Refined Innovation Limited (Irish company, owner Faisul Naqui) |
| IP / code | Full source delivered via GitHub; Extraspace retains the product |
| Hosting control | On Extraspace-controlled systems; you always retain access and control |
02 · Why this project
Bespoke means the software follows Extraspace language (EXT serials, W0010-style accounts, 30 Days EOM, remaining term). You are not buying seats on someone else’s hire product and hoping the rules fit.
03 · Scope of the build
The main build is complete when hire desk and AR can run the live cycle: raise a quote, convert to a hire, produce a hire invoice matching sample 310810, post it to Xero, and see physical versus billed utilisation.
| Module | What it delivers |
|---|---|
| 1. Access | Named users, passwords, MFA. Roles: hire desk, yard, accounts receivable, admin. |
| 2. Customers and sites | W0010-style accounts. Bill-to separate from hire location. Terms, PO flag, AP email. |
| 3. Assets (fleet) | Serialized units (EXT). Available, on hire, off-hire. Status is occupancy only. Billing lives on the contract. |
| 4. Quotations | Create, send, expire, convert from the rate list. No re-keying onto the contract. |
| 5. Contracts / hires | Start, contracted end, monthly period, assets. Early collection without killing remaining term. Renewal can be cancelled. Rehire is a new contract on the same serial. |
| 6. Invoices | Calendar-month run in arrears matching 310810. Several EXT lines, VAT 23%, 30 Days EOM. Draft → review → post. Remaining-term wording after collection. Credit notes. |
| 7. Xero connector | Contacts, invoices and credit notes over the public API. Payments back for aged debt. Exception queue if Xero is offline. |
| 8. Utilisation | Physical (on site ÷ fleet) and billed (still earning, including remaining term). Shown by type and size. |
Primary navigation for go-live: Today, Quotes, Contracts, Invoices, Fleet, Customers, Utilisation, Xero, Admin. Web responsive. No mobile app in this price.
04 · Out of this build
These items are listed so a portal or crane board is not assumed. Any of them can be quoted after go-live as separate work. The platform is modular so they can be enabled when Extraspace chooses.
05 · Delivery approach and timeline
| Phase | Weeks | Focus |
|---|---|---|
| Foundations | 1 to 3 | Access, customers/sites, fleet model, environments, GitHub, hosting under your control |
| Quotes and contracts | 4 to 7 | Rate list, quote to convert, remaining term, rehire of the same serial |
| Invoices, Xero, utilisation | 8 to 12 | 310810-style run, draft to post, Xero API and queue, physical vs billed |
| UAT, migrate, parallel month-end | 13 to 18 | Live hires and customers (not full historic archive), AR sign-off, go-live tests |
06 · Commercials and payment
ex-VAT. 18 weeks. Hosting included until go-live.
On the build. Shown on each invoice.
Build only. Ongoing costs from go-live are separate.
| Invoice | When | Net | Inc. VAT |
|---|---|---|---|
| 1. Kickoff (40%) | Week 1, on written go-ahead | €7,200 | €8,856 |
| 2. Platform in UAT (40%) | Invoice 310810 recreated and Xero posting in test (~week 12) | €7,200 | €8,856 |
| 3. Go-live (20%) | Five go-live tests passed and AR sign-off of parallel month-end | €3,600 | €4,428 |
Proposal validity: 30 days from 1 October 2026 (until 31 October 2026), unless extended in writing. One Irish entity, EUR, about 5 users at go-live (designed for growth to ~25).
07 · Ongoing costs after go-live
From go-live, hosting during the build ends and monthly infrastructure starts. Support is chosen at go-live. Both are invoiced monthly in advance, ex-VAT plus 23% VAT, 30 Days EOM. Detail pack: ongoing costs.
| If you choose | Infrastructure | Support | Monthly ex-VAT | Year 1 ex-VAT |
|---|---|---|---|---|
| Basic (recommended for ~5 users who want stability and help desk) | €350 | €225 | €575 | €6,900 |
| Enhanced (Basic + one small change per month) | €350 | €300 | €650 | €7,800 |
For a five-user desk, Basic + infrastructure (€575 / month ex-VAT) is a proportionate post-go-live cost. Enhanced is available if you want a continuous small-change pipeline.
08 · Technology stack
We deliberately use widely adopted technologies. That protects Extraspace if you ever wish to engage another development house: the skills exist globally, documentation is public, and you are not trapped in a proprietary low-code island.
| Layer | Choice | Why it matters to the board |
|---|---|---|
| Application | TypeScript · Next.js (React) | Industry-standard web stack. Huge talent market. |
| UI | Tailwind CSS · accessible component library | Fast, consistent screens; maintainable look and feel. |
| API / data access | Server-side TypeScript · Prisma ORM | Clear data model; safer schema changes over time. |
| Database | PostgreSQL | Battle-tested relational database for commercial records. |
| Identity | Clerk (OIDC) · MFA · roles | Named users without building auth from scratch. ASVS-minded baseline. |
| Ledger | Xero Ireland REST API · OAuth 2.0 | Contacts, invoices, credit notes, payments pull-back. |
| Source control | GitHub | Full history, branches, pull requests, auditability. |
| Hosting | Extraspace-controlled VPS / cloud (EU/UK as agreed) | You control the environment. Not a black-box SaaS tenancy. |
| Access | Responsive website | Laptop, tablet, phone browser. No app store dependency in v1. |
No vendor lock-in by design. TypeScript, React/Next.js, PostgreSQL and GitHub are among the most transferable stacks in commercial software. If Extraspace ever moves away from Refined Innovation Limited, another competent team can take the repository and continue. The full source code is made available to you.
09 · Ownership, source code and hosting control
The full application source is maintained in GitHub and made available to Extraspace. You receive the product of the build, not a rented seat on a closed platform.
The system is hosted on systems under Extraspace control (your subscription / your server account as configured). You always retain administrative access and the ability to move or export.
Customers, contracts, EXT serials and invoices are your commercial records in PostgreSQL under your environment, with backups and restore discipline as part of infrastructure.
Monthly infrastructure is an operating cost to keep that environment healthy (compute, database, backups, security, monitoring). It is not a software licence that withdraws the product if you change supplier. Support can be retendered; the codebase and hosting control remain with Extraspace.
Bespoke development gives you flexibility the off-the-shelf market rarely offers: your rules (including occupancy versus billing), your branding, your roadmap, and an exit path that does not require rewriting from zero.
10 · Who builds and supports it
Refined Innovation Limited is a wholly owned Irish business. The owner is Faisul Naqui.
Company name, CRO and VAT appear on each invoice. Refined Innovation Limited is the contracting supplier for this build and for ongoing support unless otherwise agreed in writing.
Based across the United Kingdom and Ireland, covering delivery, support desk, and project coordination for this engagement.
| Capability | How it shows up for Extraspace |
|---|---|
| Project management | Plan, milestones, UAT, go-live coordination against the 18-week schedule |
| Development | Build of the eight modules, Xero connector, utilisation, GitHub delivery |
| Support | Post go-live desk for defects, named-user help, hosting liaison |
| Escalation | Path from support into development for defects in delivered scope |
11 · Support model
09:00 to 17:00, Monday to Friday (UK/Ireland business days).
Emergency options are available outside that window for severity that stops month-end posting or blocks the live hire desk, under the support agreement in force.
Enhanced (€300 / month) adds one agreed contained enhancement per month. Unused months do not bank. The first four weeks after go-live include defect-fix for the eight modules inside the €18,000 build; support still runs from go-live so monitoring and help desk are never uncovered.
12 · Risks, flexibility and exit
| Topic | Position |
|---|---|
| Scope creep | Items outside the eight modules are separately quoted. The €18,000 does not absorb them. |
| Dependencies | Xero access and W0010 / EXT extracts are on Extraspace. Delay pauses the clock; invoices 2 and 3 move with delivery. |
| Ledger choice | Xero Ireland is recommended. Sage is not recommended for this API pattern. QuickBooks is a second choice if preferred. |
| Hosting location | Ireland / EU preferred; UK hosting may be used with GDPR disclosure where agreed. |
| Supplier change | Full source on GitHub + mainstream stack means another house can continue. Hosting remains under your control. |
| User scale | Sized for ~5 users at go-live; infrastructure reviewed at anniversary if volume grows sharply. |
Flexibility of bespoke: you are commissioning a product shaped to Extraspace, versioned in GitHub, written in globally understood languages, with the right to the full source. That is the opposite of renting a closed hire package you cannot reshape or take with you.
13 · Board acceptance
By signing, Extraspace (Tiergaul Limited) accepts this board proposal: the eight-module hire and billing build at €18,000 ex-VAT, the payment schedule in section 06, Xero Ireland as the ledger to connect, delivery of full source code via GitHub, hosting under Extraspace control, and a choice of Basic or Enhanced support at go-live (with infrastructure at €350 / month ex-VAT from go-live). This page is the written go-ahead. Supplier invoices will show Refined Innovation Limited details (CRO, VAT).
Support preference at go-live (tick one): ☐ Basic €225 / month ☐ Enhanced €300 / month (infra €350 / month in either case)
Owner: Faisul Naqui · Wholly owned Irish company