feat: centralized the user onboaridn requriements

apps/edr-freight-api/src/modules/companies/companies.controller.ts

@@ -40,6 +40,7 @@ import { ProfileResponseDto } from "./dto/profile-response.dto";
 import { DashboardSummaryResponseDto } from "./dto/dashboard-summary-response.dto";
 import { ListCompaniesQueryDto } from "./dto/list-companies-query.dto";
 import { CompanyStatsResponseDto } from "./dto/company-stats-response.dto";
+import { OnboardingRequirementsResponseDto } from "./dto/onboarding-requirements-response.dto";
 import { UpdateCompanyProfileStatusDto } from "./dto/update-company-profile-status.dto";
 import { FetchETradeDto } from "./dto/fetch-etrade.dto";
 import { ETradeResponseDto } from "./dto/etrade-response.dto";
@@ -221,6 +222,17 @@ export class CompaniesController {
     await this.companiesService.setOnboardingStep(user.id, dto.step);
   }
 
+  @Get("onboarding/requirements")
+  @ApiOperation({
+    summary:
+      "What the current user's company still needs to finish onboarding (server-driven documents + outstanding items)",
+  })
+  async getOnboardingRequirements(
+    @CurrentUser() user: CurrentIamUser,
+  ): Promise<OnboardingRequirementsResponseDto> {
+    return this.companiesService.getOnboardingRequirements(user.id);
+  }
+
   @Post("onboarding/complete")
   @ApiOperation({ summary: "Mark the current user's onboarding as complete" })
   async completeOnboarding(

apps/edr-freight-api/src/modules/companies/companies.module.ts

@@ -2,6 +2,7 @@ import { Module } from "@nestjs/common";
 import { TypeOrmModule } from "@nestjs/typeorm";
 import { HttpModule } from "@nestjs/axios";
 import { FilesModule } from "../files/files.module";
+import { FileUploadSettingsModule } from "../file-upload-settings/file-upload-settings.module";
 import { MinioModule } from "../minio/minio.module";
 import { CompaniesController } from "./companies.controller";
 import { CompaniesService } from "./companies.service";
@@ -20,6 +21,7 @@ import { ETradeService } from "./services/etrade.service";
     TypeOrmModule.forFeature([Company, ExternalProfile, CompanyProfile, Booking]),
     HttpModule,
     FilesModule,
+    FileUploadSettingsModule,
     MinioModule,
   ],
   controllers: [CompaniesController],

apps/edr-freight-api/src/modules/companies/companies.service.ts

@@ -3,13 +3,17 @@ import {
   NotFoundException,
   ConflictException,
   BadRequestException,
+  ForbiddenException,
 } from "@nestjs/common";
 import { CompaniesRepository } from "./companies.repository";
 import { CompanyProfileRepository } from "./company-profile.repository";
 import { ExternalProfileRepository } from "./external-profile.repository";
 import { CompanyDashboardRepository } from "./company-dashboard.repository";
 import { MinioService } from "../minio/minio.service";
+import { FilesService } from "../files/files.service";
+import { FileUploadSettingsService } from "../file-upload-settings/file-upload-settings.service";
 import { ETradeService } from "./services/etrade.service";
+import { OnboardingRequirementsResponseDto } from "./dto/onboarding-requirements-response.dto";
 import { normalizeE164 } from "../../common/validators/is-phone-number.validator";
 import { CreateCompanyDto } from "./dto/create-company.dto";
 import { UpdateCompanyDto } from "./dto/update-company.dto";
@@ -50,9 +54,67 @@ export class CompaniesService {
     private readonly profilesRepo: ExternalProfileRepository,
     private readonly dashboardRepo: CompanyDashboardRepository,
     private readonly minioService: MinioService,
+    private readonly filesService: FilesService,
+    private readonly fileUploadSettingsService: FileUploadSettingsService,
     private readonly etradeService: ETradeService,
   ) { }
 
+  /**
+   * Required company-information fields that must be filled before onboarding can
+   * be submitted. The backend owns this list so the portal never has to know
+   * which fields are mandatory — it just renders what's reported outstanding.
+   * `get` reads the value from the company (some live in the attributes blob).
+   */
+  private readonly REQUIRED_COMPANY_INFO: {
+    key: string;
+    label: string;
+    get: (company: Company) => unknown;
+  }[] = [
+    {
+      key: "tinNumber",
+      label: "Company TIN",
+      get: (c) => (c.tin && !c.tin.startsWith("D") ? c.tin : null),
+    },
+    { key: "companyEmail", label: "Company email", get: (c) => c.email },
+    { key: "companyPhone", label: "Company phone", get: (c) => c.phone },
+    { key: "companyAddress", label: "Company address", get: (c) => c.address },
+    { key: "fanNumber", label: "FAN number", get: (c) => c.fanNumber },
+    {
+      key: "contactPersonName",
+      label: "Contact person name",
+      get: (c) => c.attributes?.contactPersonName,
+    },
+    {
+      key: "contactPersonPhone",
+      label: "Contact person phone",
+      get: (c) => c.attributes?.contactPersonPhone,
+    },
+    {
+      key: "generalManagerName",
+      label: "General manager name",
+      get: (c) => c.attributes?.generalManagerName,
+    },
+    {
+      key: "generalManagerEmail",
+      label: "General manager email",
+      get: (c) => c.attributes?.generalManagerEmail,
+    },
+    {
+      key: "generalManagerPhone",
+      label: "General manager phone",
+      get: (c) => c.attributes?.generalManagerPhone,
+    },
+  ];
+
+  /** The nationality-based document setting code for a company. */
+  private documentSettingCodeFor(
+    nationality: CompanyNationality | null | undefined,
+  ): string {
+    return nationality === CompanyNationality.Foreign
+      ? "company_onboarding_documents_foreign"
+      : "company_onboarding_documents_ethiopian";
+  }
+
   async createCompany(dto: CreateCompanyDto): Promise<Company> {
     const exists = await this.companiesRepo.existsByTin(dto.tin);
     if (exists) {
@@ -624,6 +686,17 @@ export class CompaniesService {
     );
     if (!updated)
       throw new NotFoundException(`Company profile ${profileId} not found`);
+
+    // Approving any profile promotes a pending company to active, so the
+    // customer can start working as soon as their first profile is cleared.
+    if (status === ProfileStatus.Active) {
+      const company = await this.companiesRepo.findById(updated.companyId);
+      if (company && company.status === CompanyStatus.Pending) {
+        await this.companiesRepo.update(updated.companyId, {
+          status: CompanyStatus.Active,
+        });
+      }
+    }
     return updated;
   }
 
@@ -809,6 +882,100 @@ export class CompaniesService {
     await this.profilesRepo.update(profile.id, { onboardingStep: step });
   }
 
+  /**
+   * Server-driven onboarding requirements for the current user's company.
+   *
+   * The backend resolves the nationality-based document set, checks which
+   * company documents and per-profile licenses are already uploaded, and reports
+   * exactly what is still outstanding. The portal renders this list verbatim and
+   * relies on `isComplete` to decide when to auto-finish — it never decides for
+   * itself which documents apply or which fields are mandatory.
+   */
+  async getOnboardingRequirements(
+    userId: string,
+  ): Promise<OnboardingRequirementsResponseDto> {
+    const { profile, company } = await this.getCompanyInfoByUserId(userId);
+
+    // 1. Required company-information fields.
+    const missingInfo = this.REQUIRED_COMPANY_INFO.filter(
+      (f) => !f.get(company),
+    ).map((f) => ({ key: f.key, label: f.label }));
+
+    // 2. Nationality-based company documents + which are already uploaded.
+    const documentSettingCode = this.documentSettingCodeFor(company.nationality);
+    const [setting, uploadedFiles] = await Promise.all([
+      this.fileUploadSettingsService
+        .getByCode(documentSettingCode)
+        .catch(() => null),
+      this.filesService.findByResource(company.id, "companies"),
+    ]);
+    const uploadedCodes = new Set(uploadedFiles.map((f) => f.code));
+    const documents = (setting?.fields ?? [])
+      .slice()
+      .sort((a, b) => a.displayOrder - b.displayOrder)
+      .map((f) => ({
+        fileKey: f.fileKey,
+        fileLabel: f.fileLabel,
+        helpText: f.helpText ?? null,
+        isRequired: f.isRequired,
+        isMultiple: f.isMultiple,
+        maxFiles: f.maxFiles,
+        allowedExtensions: f.allowedExtensions,
+        maxSizeMb: f.maxSizeMb,
+        displayOrder: f.displayOrder,
+        uploaded: uploadedCodes.has(f.fileKey),
+      }));
+    const missingDocs = documents.filter((d) => d.isRequired && !d.uploaded);
+
+    // 3. Per-operational-profile business licenses.
+    const licenseProfiles = (company.companyProfiles ?? []).map((p) => ({
+      profileId: p.id,
+      type: p.type,
+      reference: p.reference,
+      uploaded: (p.businessLicenseFiles?.length ?? 0) > 0,
+    }));
+    const missingLicenses = licenseProfiles.filter((p) => !p.uploaded);
+
+    const outstanding = [
+      ...missingInfo.map((f) => `Add your ${f.label.toLowerCase()}`),
+      ...missingDocs.map((d) => `Upload your ${d.fileLabel}`),
+      ...missingLicenses.map(
+        (p) =>
+          `Upload a business license for your ${p.type.replace(/_/g, " ")} profile`,
+      ),
+    ];
+
+    // Progress spans every required item the user has to satisfy: company-info
+    // fields, required documents and one license per operational profile.
+    const requiredDocCount = documents.filter((d) => d.isRequired).length;
+    const total =
+      this.REQUIRED_COMPANY_INFO.length +
+      requiredDocCount +
+      licenseProfiles.length;
+    const completed =
+      total -
+      (missingInfo.length + missingDocs.length + missingLicenses.length);
+
+    return new OnboardingRequirementsResponseDto({
+      documentSettingCode,
+      nationality: company.nationality ?? CompanyNationality.Ethiopian,
+      companyInfo: { complete: missingInfo.length === 0, missingFields: missingInfo },
+      documents,
+      licenseProfiles,
+      progress: { completed, total },
+      isComplete: outstanding.length === 0,
+      onboardingCompleted: profile.onboardingCompleted,
+      outstanding,
+    });
+  }
+
+  /**
+   * Submit onboarding for review. Validation is delegated entirely to
+   * getOnboardingRequirements (the same source of truth the portal renders), so
+   * the gate can never drift from what the UI shows. On success the company and
+   * all its operational profiles move to PENDING — the backoffice approves each
+   * profile before it can be used (see setCompanyProfileStatus).
+   */
   async markOnboardingComplete(
     userId: string,
   ): Promise<{ profile: ExternalProfile; company: Company }> {
@@ -817,23 +984,21 @@ export class CompaniesService {
       throw new NotFoundException(`Profile for user ${userId} not found`);
 
     const companyId = profile.company?.id ?? profile.companyId;
-    const company = await this.findCompanyById(companyId);
 
-    // Guard against finishing on a still-draft company (TIN never filled in).
-    if (!company.tin || company.tin.startsWith("D")) {
+    const requirements = await this.getOnboardingRequirements(userId);
+    if (!requirements.isComplete) {
       throw new BadRequestException(
-        "Company information is incomplete — please fill in your company details before finishing.",
+        requirements.outstanding[0] ??
+          "Your onboarding is incomplete. Please complete all required steps before submitting.",
       );
     }
 
-    // Every operational profile must have at least one business-license file
-    // (stored directly on the profile).
+    // Send every operational profile in for approval; the company itself becomes
+    // active once the backoffice approves at least one profile.
     const profiles = await this.companyProfilesRepo.findByCompanyId(companyId);
     for (const cp of profiles) {
-      if (!cp.businessLicenseFiles || cp.businessLicenseFiles.length === 0) {
-        throw new BadRequestException(
-          `Please upload a business license for your ${cp.type.replace(/_/g, " ")} profile before finishing.`,
-        );
+      if (cp.status !== ProfileStatus.Pending) {
+        await this.companyProfilesRepo.updateStatus(cp.id, ProfileStatus.Pending);
       }
     }
 
@@ -842,11 +1007,30 @@ export class CompaniesService {
       onboardingStep: "done",
     });
     await this.companiesRepo.update(companyId, {
-      status: CompanyStatus.Active,
+      status: CompanyStatus.Pending,
     });
     return this.getCompanyInfoByUserId(userId);
   }
 
+  /**
+   * Block a customer from booking under a profile that isn't approved yet.
+   * Called from the booking-create path for self-service bookings; staff- and
+   * government-initiated bookings bypass this. No-op when the profile can't be
+   * found (defensive — resolution is best-effort upstream).
+   */
+  async assertCompanyProfileApprovedForBooking(
+    companyProfileId: string,
+  ): Promise<void> {
+    const profile = await this.companyProfilesRepo.findById(companyProfileId);
+    if (!profile) return;
+    if (profile.status !== ProfileStatus.Active) {
+      const role = profile.type.replace(/_/g, " ");
+      throw new ForbiddenException(
+        `Your ${role} profile is awaiting approval. You'll be able to create bookings once it has been approved.`,
+      );
+    }
+  }
+
   /**
    * Authorize and resolve a company_profile that must belong to the current
    * user's company — used before accepting/returning its license files.

apps/edr-freight-api/src/modules/companies/dto/onboarding-requirements-response.dto.ts

@@ -0,0 +1,78 @@
+/**
+ * Server-driven description of what a company still needs to finish onboarding.
+ *
+ * The portal renders this verbatim instead of deciding for itself which
+ * documents apply or which fields are mandatory: the backend resolves the
+ * nationality-based document set, checks which files are already uploaded, and
+ * reports exactly what is outstanding. `isComplete` is the single source of
+ * truth the wizard uses to auto-finish.
+ */
+
+export interface OnboardingInfoField {
+  key: string;
+  label: string;
+}
+
+export interface OnboardingDocumentField {
+  fileKey: string;
+  fileLabel: string;
+  helpText: string | null;
+  isRequired: boolean;
+  isMultiple: boolean;
+  maxFiles: number;
+  allowedExtensions: string[];
+  maxSizeMb: number;
+  displayOrder: number;
+  /** True when a file with this code is already stored for the company. */
+  uploaded: boolean;
+}
+
+export interface OnboardingLicenseProfile {
+  profileId: string;
+  type: string;
+  reference: string;
+  /** True when at least one business-license file is stored on the profile. */
+  uploaded: boolean;
+}
+
+export class OnboardingRequirementsResponseDto {
+  /** Resolved document setting code (by nationality) the docs were drawn from. */
+  documentSettingCode: string;
+  nationality: string;
+
+  /** Required company-information fields and whether each is filled. */
+  companyInfo: {
+    complete: boolean;
+    missingFields: OnboardingInfoField[];
+  };
+
+  /** The document fields the portal should render, with upload state. */
+  documents: OnboardingDocumentField[];
+
+  /** Per-operational-profile business-license requirements. */
+  licenseProfiles: OnboardingLicenseProfile[];
+
+  /** Overall setup progress across fields + documents + licenses. */
+  progress: { completed: number; total: number };
+
+  /** True once every required field, document and license is satisfied. */
+  isComplete: boolean;
+
+  /** Whether the user has already submitted onboarding (awaiting approval). */
+  onboardingCompleted: boolean;
+
+  /** Human-readable list of everything still outstanding (empty when complete). */
+  outstanding: string[];
+
+  constructor(init: Omit<OnboardingRequirementsResponseDto, never>) {
+    this.documentSettingCode = init.documentSettingCode;
+    this.nationality = init.nationality;
+    this.companyInfo = init.companyInfo;
+    this.documents = init.documents;
+    this.licenseProfiles = init.licenseProfiles;
+    this.progress = init.progress;
+    this.isComplete = init.isComplete;
+    this.onboardingCompleted = init.onboardingCompleted;
+    this.outstanding = init.outstanding;
+  }
+}

apps/edr-freight-web/backoffice/src/pages/customers/CustomersPage.tsx

@@ -1,11 +1,14 @@
 import {
   ActionIcon,
+  Badge,
   Box,
   Card,
   Group,
+  SegmentedControl,
   Stack,
   Text,
   TextInput,
+  Tooltip,
 } from "@mantine/core";
 import { useDebouncedValue } from "@mantine/hooks";
 import { useQuery } from "@tanstack/react-query";
@@ -32,7 +35,7 @@ import {
 } from "@/components/customers";
 import { KpiStrip, PageContainer, PageHeader } from "@/components/page";
 import { api } from "@/services/api";
-import type { Company } from "@/types/customer";
+import type { Company, CompanyStatus } from "@/types/customer";
 import {
   DataTable,
   DataTableFooter,
@@ -45,14 +48,17 @@ export default function CustomersPage() {
   const { pagination, setPagination } = usePagination({ pageSize: 10 });
   const [query, setQuery] = useState("");
   const [debouncedQuery] = useDebouncedValue(query, 300);
+  // "" = all; otherwise a CompanyStatus to narrow the list (e.g. pending review).
+  const [statusFilter, setStatusFilter] = useState<"" | CompanyStatus>("");
 
   const filter = useMemo(
     () => ({
       page: pagination.pageIndex + 1,
       pageSize: pagination.pageSize,
       search: debouncedQuery,
+      status: statusFilter || undefined,
     }),
-    [pagination.pageIndex, pagination.pageSize, debouncedQuery],
+    [pagination.pageIndex, pagination.pageSize, debouncedQuery, statusFilter],
   );
 
   const { data: stats } = useQuery(api.customers.stats.queryOptions({ input: {} }));
@@ -107,7 +113,25 @@ export default function CustomersPage() {
       {
         id: "status",
         header: "Status",
-        cell: ({ row }) => <CompanyStatusBadge status={row.original.status} />,
+        cell: ({ row }) => {
+          const pending = (row.original.companyProfiles ?? []).filter(
+            (p) => p.status === "pending",
+          ).length;
+          return (
+            <Group gap={6} wrap="nowrap">
+              <CompanyStatusBadge status={row.original.status} />
+              {pending > 0 ? (
+                <Tooltip
+                  label={`${pending} profile${pending > 1 ? "s" : ""} awaiting approval`}
+                >
+                  <Badge color="yellow" variant="light" size="sm" radius="sm">
+                    {pending} pending
+                  </Badge>
+                </Tooltip>
+              ) : null}
+            </Group>
+          );
+        },
       },
       {
         id: "contact",
@@ -216,6 +240,20 @@ export default function CustomersPage() {
                 style={{ flex: 1, minWidth: "240px" }}
                 radius="lg"
               />
+              <SegmentedControl
+                size="sm"
+                radius="md"
+                value={statusFilter || "all"}
+                onChange={(v) => {
+                  setStatusFilter(v === "all" ? "" : (v as CompanyStatus));
+                  setPagination((prev) => ({ ...prev, pageIndex: 0 }));
+                }}
+                data={[
+                  { label: "All", value: "all" },
+                  { label: "Pending approval", value: "pending" },
+                  { label: "Active", value: "active" },
+                ]}
+              />
               <Text size="sm" c="dimmed">
                 {total} record{total !== 1 ? "s" : ""}
               </Text>

apps/edr-freight-web/portal/src/App.tsx

@@ -1,4 +1,5 @@
 import { AppLayout, type SidebarItem } from "@/components/AppLayout";
+import { useDisclosure } from "@mantine/hooks";
 import {
   CalendarCheck,
   Home,
@@ -8,7 +9,6 @@ import {
   Receipt,
   Settings,
 } from "lucide-react";
-import { useDisclosure } from "@mantine/hooks";
 import { useEffect, useRef } from "react";
 import {
   Navigate,
@@ -19,9 +19,11 @@ import {
   useNavigate,
 } from "react-router-dom";
 
-import useAuth from "./hooks/useAuth";
-import OnboardingResumeBanner from "./components/onboarding/OnboardingResumeBanner";
+import OnboardingResumeBanner, {
+  AccountReviewBanner,
+} from "./components/onboarding/OnboardingResumeBanner";
 import OnboardingWizardDialog from "./components/onboarding/OnboardingWizardDialog";
+import useAuth from "./hooks/useAuth";
 import EDRFreightLandingPage from "./pages/EDRFreightLandingPage";
 import MyPortalPage from "./pages/MyPortalPage";
 import MySignaturePage from "./pages/MySignaturePage";
@@ -36,11 +38,11 @@ import BookingDetailPage from "./pages/bookings/BookingDetailPage";
 import EditBookingPage from "./pages/bookings/EditBookingPage";
 import MyBookings from "./pages/bookings/MyBookings";
 import NewBookingPage from "./pages/bookings/NewBookingPage";
-import ContractsList from "./pages/contracts/ContractsList";
 import ContractDetailPage from "./pages/contracts/ContractDetailPage";
+import ContractsList from "./pages/contracts/ContractsList";
 import CheckPaymentPage from "./pages/payments/CheckPaymentPage";
-import PaymentSuccessPage from "./pages/payments/PaymentSuccessPage";
 import PaymentFailurePage from "./pages/payments/PaymentFailurePage";
+import PaymentSuccessPage from "./pages/payments/PaymentSuccessPage";
 import TrackingPage from "./pages/tracking/TrackingPage";
 
 function FullScreenSpinner() {
@@ -143,9 +145,10 @@ function OnboardingGate() {
 
   return (
     <>
-      {needsOnboarding && !wizardOpen && (
+      {needsOnboarding && (
         <OnboardingResumeBanner onResume={openWizard} />
       )}
+      {!needsOnboarding && <AccountReviewBanner />}
       <Outlet />
       <OnboardingWizardDialog
         opened={needsOnboarding && wizardOpen}

apps/edr-freight-web/portal/src/components/NewBookingButton.tsx

@@ -0,0 +1,60 @@
+import { Box, Button, Tooltip } from "@mantine/core";
+import { Link } from "react-router-dom";
+import { Lock, Plus } from "lucide-react";
+import useAuth from "@/hooks/useAuth";
+
+interface NewBookingButtonProps {
+  label?: string;
+  size?: string;
+  mt?: string;
+}
+
+/**
+ * New-booking entry point that respects approval status: a customer can only
+ * create bookings under a profile once the backoffice has approved it. While the
+ * active profile is pending the button is disabled with an explanation, so the
+ * gate is communicated rather than silently failing at submit time.
+ */
+export function NewBookingButton({
+  label = "New booking",
+  size,
+  mt,
+}: NewBookingButtonProps) {
+  const { canBook, activeProfileStatus } = useAuth();
+
+  if (!canBook) {
+    const message =
+      activeProfileStatus === "pending"
+        ? "Your profile is awaiting approval. You'll be able to create bookings as soon as it's approved."
+        : "Bookings aren't available for this profile yet.";
+    return (
+      <Tooltip label={message} multiline w={250} withArrow position="bottom-end">
+        <Box mt={mt}>
+          <Button
+            color="edr-green"
+            radius="md"
+            size={size}
+            disabled
+            leftSection={<Lock size={16} />}
+          >
+            {label}
+          </Button>
+        </Box>
+      </Tooltip>
+    );
+  }
+
+  return (
+    <Button
+      component={Link}
+      to="/bookings/new"
+      color="edr-green"
+      radius="md"
+      size={size}
+      mt={mt}
+      leftSection={<Plus size={16} />}
+    >
+      {label}
+    </Button>
+  );
+}

apps/edr-freight-web/portal/src/components/onboarding/OnboardingResumeBanner.tsx

@@ -1,10 +1,8 @@
 import { useQuery } from "@tanstack/react-query";
-import { ArrowRight } from "lucide-react";
+import { ArrowRight, Clock } from "lucide-react";
 import { api } from "@/services/api";
-import {
-  getProfileCompletion,
-  type ProfileCompletion,
-} from "@/utils/profileCompletion";
+import useAuth from "@/hooks/useAuth";
+import type { OnboardingRequirements } from "@/services/companies.service";
 
 interface OnboardingResumeBannerProps {
   /** Re-opens the onboarding wizard. */
@@ -17,15 +15,16 @@ interface BannerCopy {
   cta: string;
 }
 
-/** Picks wording based on how far through setup the user actually is. */
+/**
+ * Wording is driven entirely by the backend's outstanding-items list — the
+ * client never decides what's required, it just narrates what's left.
+ */
 function getCopy(
-  completion: ProfileCompletion,
+  requirements: OnboardingRequirements | undefined,
   pct: number,
-  isPending: boolean,
 ): BannerCopy {
-  // Until the profile loads, or before anything is filled in, treat it as a
-  // fresh start rather than guessing progress.
-  if (isPending || completion.completed === 0) {
+  // No data yet (or nothing started) — treat it as a fresh start.
+  if (!requirements || requirements.progress.completed === 0) {
     return {
       title: "Set up your company profile",
       subtitle: "Unlock bookings, tracking and billing — it only takes a minute.",
@@ -33,20 +32,29 @@ function getCopy(
     };
   }
 
-  const remaining = completion.total - completion.completed;
+  // Everything's filled in but not yet submitted for review.
+  if (requirements.isComplete) {
+    return {
+      title: "Everything's ready to go",
+      subtitle: "Submit your profile to send it for approval.",
+      cta: "Submit for review",
+    };
+  }
+
+  const remaining = requirements.outstanding.length;
   if (remaining <= 2) {
     return {
       title: `Almost done — you're ${pct}% set up`,
       subtitle: `Just ${remaining} more ${
-        remaining === 1 ? "detail" : "details"
-      } to unlock bookings, tracking and billing.`,
+        remaining === 1 ? "item" : "items"
+      } to finish: ${requirements.outstanding.join(", ")}.`,
       cta: "Finish onboarding",
     };
   }
 
   return {
     title: `You're ${pct}% set up`,
-    subtitle: `${completion.completed} of ${completion.total} details added — finish to unlock bookings, tracking and billing.`,
+    subtitle: `${requirements.progress.completed} of ${requirements.progress.total} details added — finish to unlock bookings, tracking and billing.`,
     cta: "Continue onboarding",
   };
 }
@@ -90,28 +98,23 @@ function ProgressRing({ pct }: { pct: number }) {
 
 /**
  * Prominent banner shown on onboarding-allowed pages after the wizard is
- * dismissed. It reads the company profile directly so it stays aware of real
- * progress: a percentage ring and the copy adapt as fields get filled, and the
- * whole banner disappears once every required detail is complete.
+ * dismissed. Progress and copy are read straight from the backend's onboarding
+ * requirements, so the banner always agrees with the wizard about what's left.
  */
 export default function OnboardingResumeBanner({
   onResume,
 }: OnboardingResumeBannerProps) {
-  const profileQuery = useQuery(
-    api.companies.getProfile.queryOptions({ retry: false }),
+  const requirementsQuery = useQuery(
+    api.companies.onboardingRequirements.queryOptions({ retry: false }),
   );
 
-  const completion = getProfileCompletion(profileQuery.data);
-
-  // Reliably step aside once the user has genuinely finished onboarding.
-  if (!profileQuery.isPending && completion.isComplete) return null;
-
-  const pct = Math.round((completion.completed / completion.total) * 100);
-  const { title, subtitle, cta } = getCopy(
-    completion,
-    pct,
-    profileQuery.isPending,
-  );
+  const requirements = requirementsQuery.data;
+  const { completed, total } = requirements?.progress ?? {
+    completed: 0,
+    total: 0,
+  };
+  const pct = total > 0 ? Math.round((completed / total) * 100) : 0;
+  const { title, subtitle, cta } = getCopy(requirements, pct);
 
   return (
     <div className="bg-gradient-to-r from-[#065f46] via-[#0A6F4D] to-[#0A8A5F] px-6 py-4 shadow-md">
@@ -143,3 +146,46 @@ export default function OnboardingResumeBanner({
     </div>
   );
 }
+
+/**
+ * Shown once onboarding is submitted but the company's operational profiles are
+ * still being reviewed. Communicates that approval is per-profile and that
+ * bookings unlock as each profile is cleared. Self-hides when nothing is pending.
+ */
+export function AccountReviewBanner() {
+  const { company } = useAuth();
+  const profiles = company?.company?.companyProfiles ?? [];
+  const pending = profiles.filter((p) => p.status === "pending");
+  const approved = profiles.filter((p) => p.status === "active");
+
+  if (profiles.length === 0 || pending.length === 0) return null;
+
+  const pendingLabel = pending
+    .map((p) => p.type.replace(/_/g, " "))
+    .join(", ");
+
+  return (
+    <div className="border-b border-amber-200 bg-amber-50 px-6 py-3">
+      <div className="mx-auto flex max-w-6xl flex-wrap items-center justify-between gap-3">
+        <div className="flex items-center gap-3">
+          <span className="flex h-9 w-9 shrink-0 items-center justify-center rounded-full bg-amber-100 text-amber-700">
+            <Clock size={18} />
+          </span>
+          <span className="flex flex-col gap-0.5">
+            <span className="text-sm font-semibold text-amber-900">
+              Your account is under review
+            </span>
+            <span className="text-xs text-amber-800">
+              We're reviewing your {pendingLabel}{" "}
+              {pending.length === 1 ? "profile" : "profiles"}. You can create
+              bookings under a profile as soon as it's approved.
+            </span>
+          </span>
+        </div>
+        <span className="text-xs font-medium text-amber-800">
+          {approved.length} of {profiles.length} approved
+        </span>
+      </div>
+    </div>
+  );
+}

apps/edr-freight-web/portal/src/components/onboarding/OnboardingWizardDialog.tsx

@@ -14,8 +14,11 @@ import {
   ArrowRight,
   Building2,
   CheckCircle2,
+  Clock,
   FileText,
   Globe2,
+  PartyPopper,
+  ShieldCheck,
   UploadCloud,
   User,
   UserCheck,
@@ -142,7 +145,7 @@ export default function OnboardingWizardDialog({
   onClose,
 }: OnboardingWizardDialogProps) {
   const queryClient = useQueryClient();
-  const { user, company, onboardingStep } = useAuth();
+  const { user, company, onboardingStep, onboardingCompleted } = useAuth();
 
   const existingProfiles = company?.company?.companyProfiles ?? [];
   const companyAlreadyStarted = Boolean(company?.company?.id);
@@ -174,6 +177,10 @@ export default function OnboardingWizardDialog({
   // Mirror of CompanyProfileForm's active step so the global header + progress
   // pill can reflect it (the form no longer renders its own stepper).
   const [formStep, setFormStep] = useState<FormStep>(resumeFormStep);
+  // Once submission succeeds we swap the whole wizard body for a congratulations
+  // panel, and keep the modal open (the gate would otherwise tear it down the
+  // moment onboardingCompleted flips true).
+  const [completed, setCompleted] = useState(false);
 
   // Saved profile data, for rehydrating the form fields after a refresh.
   const profileQuery = useQuery(
@@ -184,6 +191,19 @@ export default function OnboardingWizardDialog({
     }),
   );
 
+  // Server-driven onboarding requirements: the backend decides which document
+  // set applies (by nationality) and what's still outstanding, so the client
+  // never makes that choice itself. This is the heavier "second request" — it's
+  // only issued while onboarding is still incomplete; once the getInfo flag says
+  // we're done, it never fires.
+  const requirementsQuery = useQuery(
+    api.companies.onboardingRequirements.queryOptions({
+      enabled: companyAlreadyStarted && !onboardingCompleted,
+      retry: false,
+      refetchOnWindowFocus: false,
+    }),
+  );
+
   const refreshInfo = useCallback(
     () =>
       queryClient.invalidateQueries({
@@ -225,7 +245,10 @@ export default function OnboardingWizardDialog({
       }
       return api.companies.completeOnboarding.call();
     },
-    onSuccess: refreshInfo,
+    onSuccess: async () => {
+      await refreshInfo();
+      setCompleted(true);
+    },
     onError: (err) => setStartError(extractApiError(err).message),
   });
 
@@ -329,8 +352,22 @@ export default function OnboardingWizardDialog({
   const stepMeta = STEP_META[activeStep];
   const activeIdx = WIZARD_STEPS.indexOf(activeStep);
 
+  // Closing from the congratulations panel also clears the completed flag so a
+  // future reopen (shouldn't happen once onboarded) starts clean.
+  const handleClose = useCallback(() => {
+    if (completed) setCompleted(false);
+    onClose();
+  }, [completed, onClose]);
+
+  // Prefer the backend-resolved document code; fall back to the local mapping
+  // only until the requirements query lands (the documents step is reached well
+  // after the draft — and thus the requirements — exist).
+  const resolvedDocumentSettingCode =
+    requirementsQuery.data?.documentSettingCode ??
+    documentSettingCode(effectiveNationality);
+
   const formProps = {
-    documentSettingCode: documentSettingCode(effectiveNationality),
+    documentSettingCode: resolvedDocumentSettingCode,
     documentFiles,
     onDocumentFilesChange: setDocumentFiles,
     user,
@@ -350,11 +387,11 @@ export default function OnboardingWizardDialog({
 
   return (
     <Modal
-      opened={opened}
-      onClose={onClose}
-      withCloseButton
+      opened={opened || completed}
+      onClose={handleClose}
+      withCloseButton={!completed}
       closeOnClickOutside={false}
-      closeOnEscape
+      closeOnEscape={!completed}
       size={720}
       radius="lg"
       padding="xl"
@@ -371,20 +408,25 @@ export default function OnboardingWizardDialog({
         }
       }}
       title={
-  <Stack gap="md">
-          <Box>
-            <Group gap="sm" mb={4}>
-              {stepMeta.icon}
-              <Title order={3}>{stepMeta.title}</Title>
-            </Group>
-            <Text c="edr-muted" size="sm">
-              {stepMeta.description}
-            </Text>
-          </Box>
-          <ProgressPill current={activeIdx} total={WIZARD_STEPS.length} />
-        </Stack>
+        completed ? null : (
+          <Stack gap="md">
+            <Box>
+              <Group gap="sm" mb={4}>
+                {stepMeta.icon}
+                <Title order={3}>{stepMeta.title}</Title>
+              </Group>
+              <Text c="edr-muted" size="sm">
+                {stepMeta.description}
+              </Text>
+            </Box>
+            <ProgressPill current={activeIdx} total={WIZARD_STEPS.length} />
+          </Stack>
+        )
       }
     >
+      {completed ? (
+        <OnboardingCompletePanel onClose={handleClose} />
+      ) : (
       <Stack gap="xl">
 
         {phase === "nationality" ? (
@@ -438,10 +480,65 @@ export default function OnboardingWizardDialog({
           <CompanyProfileForm {...formProps} />
         )}
       </Stack>
+      )}
     </Modal>
   );
 }
 
+/**
+ * Replaces the wizard body once onboarding is submitted: congratulates the user
+ * and sets the expectation that their company is now under review, and that
+ * bookings unlock per profile as the team approves each one.
+ */
+function OnboardingCompletePanel({ onClose }: { onClose: () => void }) {
+  return (
+    <Stack gap="lg" align="center" py="md" ta="center">
+      <Box
+        className="flex h-16 w-16 items-center justify-center rounded-full"
+        style={{ background: "var(--mantine-color-edr-green-1)" }}
+      >
+        <PartyPopper size={32} className="text-[var(--mantine-color-edr-green-7)]" />
+      </Box>
+
+      <Box>
+        <Title order={3}>You're all set!</Title>
+        <Text c="edr-muted" size="sm" mt={4} maw={460}>
+          Thanks for completing your company profile. Your application has been
+          submitted and is now with our team for review.
+        </Text>
+      </Box>
+
+      <Stack
+        gap="sm"
+        w="100%"
+        maw={460}
+        p="md"
+        className="rounded-lg"
+        style={{ background: "var(--mantine-color-edr-green-0)" }}
+      >
+        <Group gap="sm" wrap="nowrap" align="flex-start">
+          <Clock size={18} className="mt-0.5 shrink-0 text-[var(--mantine-color-edr-green-7)]" />
+          <Text size="sm" ta="left">
+            Each operational profile (importer, exporter, freight forwarder) is
+            reviewed and approved individually.
+          </Text>
+        </Group>
+        <Group gap="sm" wrap="nowrap" align="flex-start">
+          <ShieldCheck size={18} className="mt-0.5 shrink-0 text-[var(--mantine-color-edr-green-7)]" />
+          <Text size="sm" ta="left">
+            You can start creating bookings under a profile as soon as it's
+            approved — we'll let you know the moment that happens.
+          </Text>
+        </Group>
+      </Stack>
+
+      <Button color="edr-green" size="md" onClick={onClose} mt="xs">
+        Go to my dashboard
+      </Button>
+    </Stack>
+  );
+}
+
 /**
  * Continuous progress pill: a single rounded track that fills left-to-right as
  * the user advances, with faint ticks marking each step boundary.

apps/edr-freight-web/portal/src/constants/URLS.ts

@@ -89,6 +89,7 @@ export const URL_CONSTANTS = {
     ONBOARDING_START: "/api/companies/onboarding/start",
     ONBOARDING_STEP: "/api/companies/onboarding-step",
     ONBOARDING_COMPLETE: "/api/companies/onboarding/complete",
+    ONBOARDING_REQUIREMENTS: "/api/companies/onboarding/requirements",
     DASHBOARD: "/api/companies/dashboard",
     FETCH_ETRADE_INFO: "/api/companies/fetch-etrade-info",
     DOCUMENTS: (id: string) => `/api/companies/${id}/documents`,

apps/edr-freight-web/portal/src/hooks/useAuth.ts

@@ -161,6 +161,15 @@ const useAuth = () => {
     companyInfo?.profile?.onboardingCompleted ?? false;
   const onboardingStep = companyInfo?.profile?.onboardingStep ?? null;
 
+  // Booking is gated on backoffice approval of the active operational profile:
+  // a customer can only book under a profile once its status is "active".
+  const activeProfile =
+    companyInfo?.company?.companyProfiles?.find(
+      (p) => p.id === activeCompanyProfileId,
+    ) ?? null;
+  const activeProfileStatus = activeProfile?.status ?? null;
+  const canBook = activeProfileStatus === "active";
+
   /** Refetch everything scoped to the active operational profile. */
   const invalidateScopedData = async () => {
     await Promise.all([
@@ -229,6 +238,8 @@ const useAuth = () => {
     customer: isAuthenticated ? (companyQuery.data ?? null) : null,
     activeProfileType,
     activeCompanyProfileId,
+    activeProfileStatus,
+    canBook,
     companyType,
     onboardingCompleted,
     onboardingStep,

apps/edr-freight-web/portal/src/pages/accounts/CompanyProfileForm.tsx

@@ -912,7 +912,7 @@ export default function CompanyProfileForm({
               {step === "documents"
                 ? "Continue"
                 : step === "additional"
-                  ? "Finish onboarding"
+                  ? "Submit for review"
                   : "Save & Continue"}
             </Button>
           </Group>

apps/edr-freight-web/portal/src/pages/bookings/MyBookings.tsx

@@ -1,5 +1,5 @@
 import { useMemo, useState } from "react";
-import { Link, useNavigate } from "react-router-dom";
+import { useNavigate } from "react-router-dom";
 import { useQuery } from "@tanstack/react-query";
 import {
   ActionIcon,
@@ -25,7 +25,6 @@ import {
   LayoutList,
   MoreVertical,
   Package,
-  Plus,
   Search,
   Train,
   Wallet,
@@ -35,6 +34,7 @@ import {
 import { ShipmentTrackingModal } from "./tracking/ShipmentTrackingModal";
 import { PayNowButton } from "./payments/PayNowButton";
 import { ModeIndicator } from "@/components/ModeIndicator";
+import { NewBookingButton } from "@/components/NewBookingButton";
 import {
   BookingTypeBadge,
   CargoModeCell,
@@ -623,15 +623,7 @@ export default function MyBookings() {
               Track every cargo booking — from draft to delivery.
             </Text>
           </Box>
-          <Button
-            component={Link}
-            to="/bookings/new"
-            color="edr-green"
-            radius="md"
-            leftSection={<Plus size={16} />}
-          >
-            New booking
-          </Button>
+          <NewBookingButton label="New booking" />
         </Group>
 
         {/* ── Summary stat cards ──────────────────────────────────────── */}
@@ -779,17 +771,7 @@ export default function MyBookings() {
                   : "Create your first booking to get started."}
               </Text>
               {!query && (
-                <Button
-                  component={Link}
-                  to="/bookings/new"
-                  size="sm"
-                  color="edr-green"
-                  radius="md"
-                  mt="md"
-                  leftSection={<Plus size={15} />}
-                >
-                  Create first booking
-                </Button>
+                <NewBookingButton label="Create first booking" size="sm" mt="md" />
               )}
             </Stack>
           ) : (

apps/edr-freight-web/portal/src/pages/bookings/NewBookingPage.tsx

@@ -29,7 +29,7 @@ import {
 } from "lucide-react";
 import { useMemo, useState } from "react";
 import { useForm } from "react-hook-form";
-import { useNavigate } from "react-router-dom";
+import { Navigate, useNavigate } from "react-router-dom";
 import useAuth from "@/hooks/useAuth";
 import {
   BookingFormInputValues,
@@ -63,6 +63,12 @@ export default function NewBookingPage() {
     api.bookings.referenceData.queryOptions(),
   );
 
+  // Booking is gated on profile approval: a customer whose active profile isn't
+  // approved yet is bounced back to the list, where the gate is explained.
+  if (!auth.isPending && auth.company && !auth.canBook) {
+    return <Navigate to="/bookings" replace />;
+  }
+
   if (!auth.isPending && !auth.company) {
     return (
       <Box

apps/edr-freight-web/portal/src/services/api.ts

@@ -44,6 +44,7 @@ import type {
   CompanyProfileResponse,
   CreateCompanyPayload,
   DashboardSummary,
+  OnboardingRequirements,
   ProfileTypeValue,
 } from "./companies.service";
 import type { ProfileResponse, UpdateProfilePayload } from "@/types/profile";
@@ -171,6 +172,12 @@ export const api = {
       "completeOnboarding",
       companiesService.completeOnboarding,
     ),
+
+    onboardingRequirements: endpoint<void, OnboardingRequirements>(
+      "companies",
+      "onboardingRequirements",
+      companiesService.getOnboardingRequirements,
+    ),
   },
 
   bookings: {

apps/edr-freight-web/portal/src/services/companies.service.ts

@@ -82,6 +82,47 @@ export interface CompanyInfoResponse {
   company: CompanyResponse;
 }
 
+/** A single onboarding document field, as resolved and described by the backend. */
+export interface OnboardingDocumentField {
+  fileKey: string;
+  fileLabel: string;
+  helpText: string | null;
+  isRequired: boolean;
+  isMultiple: boolean;
+  maxFiles: number;
+  allowedExtensions: string[];
+  maxSizeMb: number;
+  displayOrder: number;
+  uploaded: boolean;
+}
+
+export interface OnboardingLicenseProfile {
+  profileId: string;
+  type: string;
+  reference: string;
+  uploaded: boolean;
+}
+
+/**
+ * Server-driven onboarding requirements. The portal renders this verbatim: the
+ * backend decides which documents apply (by nationality) and what is still
+ * outstanding, so the client never hardcodes required fields or document sets.
+ */
+export interface OnboardingRequirements {
+  documentSettingCode: string;
+  nationality: string;
+  companyInfo: {
+    complete: boolean;
+    missingFields: { key: string; label: string }[];
+  };
+  documents: OnboardingDocumentField[];
+  licenseProfiles: OnboardingLicenseProfile[];
+  progress: { completed: number; total: number };
+  isComplete: boolean;
+  onboardingCompleted: boolean;
+  outstanding: string[];
+}
+
 export interface CompanyProfileInput {
   type: "importer" | "exporter" | "freight_forwarder" | "dj_freight_forwarder" | "transporter";
   businessLicense?: string;
@@ -226,6 +267,14 @@ export const companiesService = {
     return unwrap(response.data);
   },
 
+  /** Server-driven list of outstanding onboarding requirements + completeness. */
+  getOnboardingRequirements: async (): Promise<OnboardingRequirements> => {
+    const response = await client.get<ApiResponse<OnboardingRequirements>>(
+      URL_CONSTANTS.COMPANIES_API.ONBOARDING_REQUIREMENTS,
+    );
+    return unwrap(response.data);
+  },
+
   uploadDocuments: async (
     companyId: string,
     files: Record<string, File | File[] | null>,

apps/edr-freight-web/portal/src/utils/profileCompletion.ts

@@ -1,56 +0,0 @@
-import type { ProfileResponse } from "@/types/profile";
-
-/**
- * Company-profile fields that must be filled before onboarding is considered
- * finished. Shared between the portal SetupPrompt and the onboarding banner so
- * both agree on what "done" means.
- */
-export const REQUIRED_PROFILE_FIELDS: (keyof ProfileResponse)[] = [
-  "companyEmail",
-  "companyPhone",
-  "companyAddress",
-  "fanNumber",
-  "contactPersonName",
-  "contactPersonPhone",
-  "generalManagerName",
-  "generalManagerEmail",
-  "generalManagerPhone",
-];
-
-export interface ProfileCompletion {
-  /** Number of required fields that are filled in. */
-  completed: number;
-  /** Total number of required fields. */
-  total: number;
-  /** Required fields still missing a value. */
-  missing: (keyof ProfileResponse)[];
-  /** True when every required field is filled. */
-  isComplete: boolean;
-}
-
-/** Breaks a profile down into how much of the required setup is complete. */
-export function getProfileCompletion(
-  profile?: ProfileResponse | null,
-): ProfileCompletion {
-  const total = REQUIRED_PROFILE_FIELDS.length;
-  if (!profile) {
-    return {
-      completed: 0,
-      total,
-      missing: [...REQUIRED_PROFILE_FIELDS],
-      isComplete: false,
-    };
-  }
-  const missing = REQUIRED_PROFILE_FIELDS.filter((field) => !profile[field]);
-  return {
-    completed: total - missing.length,
-    total,
-    missing,
-    isComplete: missing.length === 0,
-  };
-}
-
-/** Convenience predicate kept for existing call sites. */
-export function isProfileIncomplete(profile?: ProfileResponse | null): boolean {
-  return !getProfileCompletion(profile).isComplete;
-}