New-saas System Requirements Document

Introduction

The New-saas project aims to develop a production-ready Micro SaaS solution for accounts receivable (AR) collections and invoice chasing. This solution targets small businesses, agencies, and bookkeeping firms that struggle with manual follow-up on overdue invoices. The project leverages AI-driven features to automate and enhance the AR collection process, providing a cost-effective alternative to existing upmarket solutions.

System Overview

New-saas is designed to automate the AR collection process for small to medium-sized businesses and bookkeeping firms. It integrates with popular accounting software like Xero and QuickBooks Online (QBO) to streamline invoice management and improve cash flow. The solution offers AI-driven reminder drafting, multi-step communication sequences, and analytics to optimize the collection process.

Key Features:

• AI-driven tone-graded reminder drafting
• Predicted pay date estimation
• Auto-classification of inbound replies
• Multi-step email/SMS sequences
• Xero/QBO integration
• AR aging dashboard
• Multi-entity management for firms

Functional Requirements as Story Points

• As a User, I should be able to view a beautiful landing page that clearly communicates the product's value.
• As a User, I should be able to access a dashboard that provides insights into AR collections.
• As a User, I should be able to authenticate using Google or Email login.
• As a User, I should be able to manage my subscription through Stripe.
• As a User, I should be able to view a pricing page with clear subscription options.
• As an Admin, I should be able to access an admin dashboard for managing users and settings.
• As a User, I should be able to configure user settings and preferences.
• As a User, I should be able to view and manage billing information on a billing page.
• As a User, I should be able to access analytics for AR performance.
• As a User, I should be able to benefit from SEO-optimized content for better discoverability.
• As a User, I should experience responsive design across all devices.
• As a User, I should be able to switch to dark mode for a comfortable viewing experience.
• As a User, I should experience smooth error handling and loading states.
• As a Developer, I should be able to generate frontend, backend, database schema, APIs, authentication, deployment configuration, environment variables, README, and sample data.

User Personas

• Small Business Owner: Manages a small business and needs to streamline AR collections to improve cash flow.
• Bookkeeper: Manages multiple client accounts and requires efficient tools for AR management.
• Agency Owner: Runs an agency with mixed billing models and needs to automate invoice follow-ups.
• Admin: Manages the platform's settings and user accounts.

Core User Flows

• Small Business Owner: Logs in -> Views dashboard -> Sets up Xero/QBO integration -> Configures reminder sequences -> Monitors AR aging dashboard
• Bookkeeper: Logs in -> Switches between client entities -> Configures multi-step sequences -> Reviews analytics -> Adjusts reminder tones
• Agency Owner: Logs in -> Sets up project billing reminders -> Monitors payment statuses -> Escalates overdue accounts
• Admin: Logs in -> Manages user accounts -> Updates subscription plans -> Reviews system analytics

Visuals Colors and Theme

• primary: #1F2937 (dark slate)
• primary_light: #3B4252 (lighter slate)
• secondary: #D08770 (warm orange)
• accent: #A3BE8C (soft green)
• highlight: #EBCB8B (golden yellow)
• bg: #ECEFF4 (light gray)
• surface: #FFFFFF (white)
• text: #2E3440 (dark gray)
• text_muted: #4C566A (muted gray)
• border: #D8DEE9 (light border gray)

Signature Design Concept

Interactive Invoice Journey

The homepage will feature an interactive journey of an invoice from creation to payment. Users can click and drag invoices through various stages, such as "Sent," "Viewed," "Reminder Sent," and "Paid." Each stage will animate with a unique transition, such as flipping, sliding, or expanding, using motion/react for smooth animations. The journey will be visually represented with a dynamic flowchart, where users can hover over each stage for more details. This concept will make the process engaging and visually demonstrate the product's value.

Landing Hero Motion Brief

The landing hero will depict an animated sequence where an invoice is created, sent, and then transitions through various stages of follow-up until it is marked as paid. The animation will loop every 10 seconds, showing the transformation of the invoice and the impact of the product. The sequence will use motion/react to animate the stages with smooth transitions and interactions, providing a clear narrative of the product's functionality.

Interaction Model & Motion Direction

• Intended Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals and hover transitions, enhancing the user experience with polished animations.
• Internal pages will maintain a static layout with minimal motion to ensure clarity and focus on content.

Non-Functional Requirements

• The system must ensure high availability and reliability.
• The application should support multiple languages for international users.
• The platform must comply with data protection regulations, including GDPR.
• The system should be scalable to accommodate growing user bases.

Tech Stack

• Frontend: React for Web
• Backend: FastAPI
• Database: MySQL or MariaDB, using Alembic for migrations
• AI Models: GPT 5.4 for user-friendly responses
• AI Tools: Litellm for LLM Routing, Langchain
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

Assumptions and Constraints

• The application will primarily target users in India, with INR as the default currency.
• The system will integrate with Xero and QuickBooks Online for AR management.
• The platform will offer a subscription-based pricing model.

Glossary

• AR: Accounts Receivable
• MVP: Minimum Viable Product
• SEO: Search Engine Optimization
• SMB: Small and Medium-sized Business
• QBO: QuickBooks Online