Referral chaos replaced with a portal every subcontractor actually uses.
A B2B contracting company was tracking referrals in a shared spreadsheet. Subcontractors didn't know if their referrals were being followed up. Referrers were dropping off because there was no visibility.
45+
Active referrers
$50K+
Pipeline tracked
8 weeks
From brief to launch
0
Spreadsheet rows still in use
When a spreadsheet is your CRM, referrers stop referring.
Tracking was done in a shared Google Sheet. A single file, updated manually by whoever had time. Column names drifted. Rows went stale. Nobody could tell if a referral had been followed up or forgotten.
Referrers had to chase status via email - which most stopped doing. When there's no visibility into what happened to a referral, submitting the next one doesn't feel worth it. Referrer engagement was declining as a direct result.
No automated follow-up meant referrers went cold between submissions. The relationship was one-directional: subcontractors gave leads and heard nothing back.
What they tried before
- Airtable- No portal for external referrers
- Email tracking- Manual, fell behind within days
- Google Forms- No status visibility for submitters
A self-service portal. No more chasing.
Built on Next.js and Supabase with role-based access.
Referrer portal
Subcontractors log in with a unique link, submit referrals through a structured form, and see live status updates on every referral they have submitted.
Admin dashboard
Company staff see all referrals in one view, can update statuses - Received, In Review, Contacted, Won, Lost - and trigger email notifications on status change.
Email automation
Every status change fires a transactional email to the referrer with the new status and next steps. Built on Resend. Retry logic on failed sends.
Role-based access
Supabase Auth handles authentication. Referrers see only their own submissions. Admins see everything. No shared passwords, no accidental data exposure.
Audit log
Every status change is timestamped and logged with the admin who made it. Full history on every referral record.
Custom domain
Portal deployed to the company's own domain via Vercel. Looks and feels like their own product, not a third-party tool.
What was used.
45+ active referrers. Real pipeline. Zero spreadsheet rows.
The portal launched in 8 weeks. Subcontractors now submit referrals in under 2 minutes and get a status email within the same day. The admin team processes referrals in the dashboard without opening a spreadsheet.
The referral pipeline now sits at $50K+ in tracked potential contracts. The company plans to add commission tracking in the next phase.
Client name withheld at their request. Reference available on request.
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