The problem
A training company is two businesses at once. One is marketing: programmes, dates, seats, and a grant process most clients need walked through. The other is operations — every enquiry becomes a quotation, a contract, an invoice, a workshop actually delivered and a claim filed. When the second lives in an inbox and a spreadsheet, the handover between the two is where the work goes missing.
What we built
- The public site — the brand and the run schedule — each session showing its date, town, duration and how to register, so someone can see what is on without having to ask first.
- The BITC Portal — the member-facing half: a course catalogue filtered by topic, level, town, date, price and HRDC eligibility, booking down to the individual run, a cart, and an account to see what you have bought. Early-bird windows and claimable status live on the course, so the right price and the right badge show without anyone editing a page.
- Membership as a running account — tiers carrying course credits, points earned on spend, referral rewards and a redemption shop — a member relationship with a balance behind it rather than a discount code.
- The internal system behind both — leads, companies and deals through a defined pipeline, with quotations and invoices generated from the same record instead of retyped; then engagements, participants and workshops, so a closed deal keeps a record of what was actually delivered.
- WhatsApp as the front door — enquiries arrive and replies go back out on the channel clients already use, with AI drafting the qualification summary so a rep opens a brief rather than a raw thread.
Details worth noting
- Quotations and invoices are links a client opens without an account, with payment details and a DuitNow QR on the page.
- Malaysian e-invoicing (LHDN MyInvois) is wired into the invoice flow.
- Role-based access — a rep sees their own pipeline, management sees the whole board.
- Bookings, availability and automatic meeting reminders, with calendar bookings landing in the pipeline rather than only in someone's calendar.
- A consultant track with its own applications and commission tracking, alongside the corporate one.
- Spreadsheet import for leads and export for the accounting system, so it fits the tools the office already runs.
