Software development for Furniture/Lighting Manufacturer

I work in product development for a company that designs and sells lamps, lighting and furniture. We need a software that helps us organize design ideas and acts as the middle man between our home office and our design office overseas. Organization and communication (or lack thereof) are our biggest faults. I have used a similar program that sends daily reminders on tasks that need to be completed in the design process. Once completed - you "confirm" through the portal - letting the other party know the action is complete on their end and what they need from the other party. This goes back and forth until the design is complete. I just need help figuring out how to create such software.