System Requirements Document

1. Introduction

This document outlines the system requirements for "SalesPilot AI," a SaaS product designed to assist Indian manufacturing and distribution businesses in generating sales packs from sales conversations. The application aims to streamline the sales process by converting spoken interactions into comprehensive sales documentation, ensuring simplicity, speed, trust, and low running costs.

Source Content Inventory

• Document: salespilot-master-prompt.pdf
• Description: Pre-approved prompt for application integration as authorized by the API supervisor.

2. System Overview

SalesPilot AI is designed to transform a sales conversation into a complete sales pack, including a GST quotation, WhatsApp follow-up message, email draft, CRM/lead record, tasks, and reminders. The application supports two modes of conversation capture: guided conversation and passive transcription. It targets equipment manufacturers, industrial suppliers, distributors, dealers, and B2B sales teams in India.

3. Functional Requirements

As a Salesperson:

• I want to have a guided conversation with customers that feels natural and warm, collecting necessary details to generate a sales pack.
• I want the application to transcribe real meetings or allow me to paste notes, feeding the same processing engine.
• I want to review and approve all outbound communications, ensuring nothing is sent automatically.
• I want to generate a GST quotation PDF with customer and seller details filled in automatically.
• I want to send a WhatsApp follow-up message and an email draft with one tap.
• I want to create a CRM/lead record with a timestamp and pipeline stage from the conversation.
• I want to receive tasks and reminders for the next steps based on the conversation.
• I want to receive a deal read with a buying-intent score, objections, unanswered questions, and coaching tips.
• I want the application to support any product, not limited to a fixed catalogue.
• I want to use on-device or streaming transcription by default, with cloud STT as an optional add-on.
• I want the application to clean up speech before displaying it, correcting predictable errors.
• I want the application to save generated packs to Leads with a full timestamp and reset to a fresh home screen.
• I want the application to auto-advance on silence during conversations and switch languages based on customer preference.
• I want to select voice options in Setup, including gender, accent/language, and exact voice picker.
• I want the application to generate a real PDF with letterhead, item table, and all necessary details for quotations.
• I want to log customer replies (YES/NO) and draft the appropriate next message.
• I want to configure company details, business description, and quotation defaults in Setup.
• I want the application to integrate with accounting and CRM systems for seamless data management.
• I want the application to produce sales packs without manual data entry.
• I want to ensure that nothing important is left unaddressed during the conversation.
• I want the application to answer customer questions naturally using the business description and context.
• I want the application to collect customer details efficiently during the conversation.
• I want the application to operate on a phone, ensuring mobile-first design and functionality.
• I want the application to ensure that nothing is sent without my explicit tap to approve.

As a Business Owner:

• I want to ensure that tax computations are done in code, not by the language model, to avoid errors.
• I want to ensure that no facts are invented by the application; fields should remain blank if not explicitly provided by the customer.
• I want to ensure that the application works for any product, allowing free-text descriptions for business conversations.
• I want to ensure compliance with Indian-specific requirements, such as GSTIN validation and WhatsApp-first communication.
• I want to ensure that the application has a distinctive, premium, and calm interface suitable for night use.
• I want the application to be built with clean, modular code and a sensible folder structure to facilitate maintenance and scalability.
• I want every decision in the application design to favor simplicity, speed, trust, and low running costs.

4. User Personas

Salesperson

• Engages with customers in sales conversations.
• Reviews and approves sales packs before sending.
• Uses the application to streamline sales processes.

Business Owner

• Oversees sales operations and ensures compliance.
• Configures company settings and business descriptions.
• Reviews sales packs for accuracy and completeness.

5. Core User Flows

Salesperson Flow

1. Initiate a guided conversation with a customer.
2. Collect necessary details and transcribe the conversation.
3. Review and approve the generated sales pack.
4. Send the quotation via WhatsApp and email.
5. Log customer replies and draft follow-up messages.
6. Save the lead with a timestamp and reset the application for the next customer.

Business Owner Flow

1. Set up company details and business description.
2. Configure quotation defaults and optional product catalogue.
3. Monitor sales operations and ensure compliance with requirements.

6. Visuals Colors and Theme

• Deep indigo canvas with a warm marigold accent.
• WhatsApp-green only on send actions.
• Signature moment: quotation renders as a sheet of warm white paper glowing out of the dark.

7. Signature Design Concept

• A distinctive, premium, calm interface designed for night use.
• Display font with character for headings, clean sans for body, and monospace for numbers.

8. Interaction Model & Motion Direction

• Mobile-first, fully responsive, dark by nature, subtle motion, accessible.
• Auto-advance on silence and automatic language switching during conversations.

9. Non-Functional Requirements

• High gross margin with minimal per-conversation costs.
• Compliance with Indian-specific requirements and data residency.

10. Tech Stack

• Frontend: Next.js + React + TypeScript, Tailwind, component library.
• Backend: Node.js + typed ORM + PostgreSQL.
• Multi-tenant architecture with roles (Admin, Manager, Executive, Viewer).
• Auth: email/password + Google + Microsoft login.
• AI: LLM for live conversation turns and extraction.
• Transcription: device/browser speech by default; optional cloud STT.
• PDF generation: server- or client-side.

11. Assumptions and Constraints

• The application must not invent facts or perform LLM arithmetic for tax computations.
• Human approval is required for all outbound communications.
• The application must support any product, not limited to a fixed catalogue.

12. Glossary

• GST: Goods and Services Tax
• LLM: Large Language Model
• STT: Speech-to-Text
• TTS: Text-to-Speech
• CRM: Customer Relationship Management
• HSN/SAC: Harmonized System of Nomenclature/Service Accounting Code