Quotation and Follow-up Automation System Requirements Document

1. Introduction

The Quotation and Follow-up Automation project aims to develop a microSaaS solution that automates the creation and management of quotations for businesses that frequently generate quotations. The system will target specific business types, including interior designers, fabricators, solar installers, digital agencies, event planners, construction contractors, and commercial cleaning companies.

2. System Overview

The system will automate the process of generating branded quotations, creating payment or booking links, scheduling follow-ups, sending automatic reminders, and providing a dashboard to track the status of quotations. The solution will be built from scratch as a microSaaS with a custom user interface.

2a. Product Interpretation and Delivery Boundary

• Domain Descriptors:

  • Quotation Automation: Automate the generation and management of quotations for target businesses.
  • Follow-up Scheduling: Automate follow-up schedules and reminders to enhance client engagement.

• What is being built:

  • A microSaaS solution with custom UI for quotation management and automation.

• Excluded Assumptions:

  • Generic CRM features
  • E-commerce transaction processing

• Access:

  • Application-owned identity with authentication required for access.

• Behavior Contracts:

  • Generate Branded Quotation: Business User submits input form or message to generate a branded quotation document.
  • Generate Payment or Booking Link: Triggered by quotation acceptance, generates payment or booking links.
  • Create Follow-up Schedule: Triggered by quotation sent, creates a follow-up schedule.
  • Send Automatic Reminders: Triggered by scheduled follow-up date, sends reminders.
  • Display Dashboard for Quotations: Triggered by user login, displays a dashboard view.
  • Identify and Onboard Target Businesses: Onboarding process for business users to create profiles and categorize businesses.

2b. Page Content and Component Coverage

• Business Onboarding Page:

  • Onboarding form for new business users to create a profile and categorize their business.
  • Guidance and orientation for new users.
  • Error handling for onboarding errors.

• Quotation Dashboard:

  • Workspace for generating quotations, managing follow-ups, generating payment/booking links.
  • Display of open, won, and lost quotations.
  • Error handling for dashboard loading errors.

• Landing Page:

  • Public entry surface to orient and acquire independent business users.
  • Introduction to the product and its benefits.

• Authentication Page:

  • User login and sign-up functionality.
  • Session management and access control.

3. Functional Requirements as Story Points

• As a Business User, I should be able to generate branded quotations from input sources such as forms, emails, or WhatsApp messages. explicit
• As a Business User, I should be able to generate payment or booking links upon quotation acceptance. explicit
• As a Business User, I should be able to create follow-up schedules when a quotation is sent. explicit
• As a System Administrator, I should be able to send automatic reminders based on scheduled follow-up dates. basic_default
• As a Business User, I should be able to view a dashboard displaying open, won, and lost quotations upon login. explicit
• As a Business User, I should be able to sign up and onboard, creating a business profile and categorizing my business for quotation automation. explicit

4. User Personas

• Business User: Users from target businesses who will use the system to generate and manage quotations.
• System Administrator: Responsible for maintaining the system and managing user access.

5. Core User Flows

• Business User Flow:

  1. Access the Landing Page to learn about the product.
  2. Proceed to the Authentication Page to sign up or log in.
  3. Complete the onboarding process on the Business Onboarding Page.
  4. Use the Quotation Dashboard to generate quotations, manage follow-ups, and view quotation statuses.

• System Administrator Flow:

  1. Access the system to manage user access and maintain system operations.
  2. Monitor and ensure the automatic sending of reminders.

6. Visuals Colors and Theme

[Default — not specified by user]

• Primary: #1E90FF
• Primary Light: #63B8FF
• Secondary: #FFD700
• Accent: #FF4500
• Highlight: #32CD32
• Background: #FFFFFF
• Surface: #F8F8FF
• Text: #000000
• Text Muted: #696969
• Border: #D3D3D3

7. Signature Design Concept

The Quotation Dashboard will feature a clean and intuitive design, focusing on ease of use and accessibility. The primary color will be used to highlight key actions and navigation elements, while the accent color will emphasize call-to-action buttons. The layout will be responsive, ensuring usability across devices. Typography will be clear and legible, with a hierarchy that guides users through the dashboard's functionalities.

8. Interaction Model & Motion Direction

• Landing Page: Animated with moderate scroll-triggered reveals and hover transitions to engage users.
• Quotation Dashboard: Static with minimal motion to prioritize clarity and data presentation.

9. Non-Functional Requirements

• Security: Secure access control for user authentication and data protection. required_inference
• Performance: The system should handle multiple simultaneous users without performance degradation. required_inference

10. Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB, with Alembic for migrations
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

• The system will not include generic CRM features or e-commerce transaction processing.
• Authentication is required for accessing the dashboard and managing quotations.

12. Glossary

• Quotation: A formal statement setting out the estimated cost for a particular job or service.
• MicroSaaS: A small-scale SaaS business targeting a niche market.
• Dashboard: A user interface that organizes and presents information in an easily readable format.
• Onboarding: The process of familiarizing new users with the system and its functionalities.