NBS Security — site, quote by activity and management console
The client
NBS Security is a Belgian security company in Wallonia, working on events, buildings and protection assignments.
The need
Receive quote requests already qualified by activity, then manage sites, guards, offers and documents in a single tool, in French, Dutch and English.
What was built
A trilingual showcase site and, behind it, a quote application and a management console for the team: quotes, offers, purchase orders, sites, guards, remarks, document vault, societal aid and tender analysis.
Features, one by one
- Public three-step quote assistant, then confirmation, with the draft resumed in the browser.
- Questionnaires specific to each activity: events, building surveillance, international close protection.
- Internal calculation of the required headcount from the answers (time of day, alcohol, VIPs, valuables, flow per access). The client never sees a figure: an indicative price and a margin stay reserved for administrators.
- Quote queue in the console, offer creation, secure link sent to the client and “approved for order”.
- Purchase orders with electronic signature, signature reminder, prepayment and deposit invoice.
- Management of sites, urgent remarks sent to several guards, client requests and a client portal.
- Seven distinct roles, from administrator to guard, with permissions enforced in the database.
- Reminders for incomplete guard files, by email or SMS, one file or a selection at a time.
- Document vault with a permission matrix per role, time-limited share links and logged downloads.
- “Societal aid” section: catalogue, files, history and weekly watch.
- Assisted tender analysis, with personal data masked before anything is sent to the AI, and public procurement watch with a human decision.
- Guard area: posts, mission orders, documents, messages and questions; dictated reports translated.
- Scheduling, mission orders, map and geolocation.
The online request module
The visitor picks an activity, answers a tailored questionnaire, leaves contact details and receives a confirmation. No price is shown online: the team calls back with an offer.
The steps
- Choice of activity: event, building surveillance or international protection.
- Activity questionnaire. Event: type, number of people, accesses, duration, time of day, zone, alcohol, VIPs, valuables, several days, municipal authorisation. Building: site type, coverage, simultaneous posts, surface, accesses, sensitive zones, security control room, qualifications. International: country, profile, protected persons, duration, travel, discretion, vehicle, accommodation, team size.
- Contact details: name and email required; company, phone, period and budget optional; PDF, PNG or JPG attachment stored in a private space; GDPR consent required.
- Summary, then confirmation without any figure.
What happens next
- The server re-validates everything and only accepts the publicly offered activities.
- It computes the headcount and an indicative price from the current hourly rate and the sector indexation; that price stays internal. International protection is handled by a human call-back.
- The request is stored with a validity date; the action is written to the log.
- Administrators receive an email, and an SMS if a number is configured. These sends never block the request.
- In the console: status, offer, client link, approval, purchase order, signature, prepayment.
Technology
Next.js, Supabase (database, permissions, storage), Vercel in the Frankfurt region, Brevo for email and SMS, electronic signature and payment through European providers, AI hosted in Europe for tender analysis.