Invoicely System Requirements Document

Introduction

Test Product No. 1 is designed to address the challenges faced by freelancers and small agencies in managing late payments from clients. The system aims to streamline the process of sending payment reminders and escalation sequences, thereby improving cash flow and reducing the friction caused by manual follow-ups.

System Overview

Test Product No. 1 will integrate with popular accounting tools such as Xero, Quickbooks, and Stripe. The system will automate the sending of payment reminders and escalation sequences via email and SMS, including embedded single-click payment links. This will help users manage their accounts receivable more efficiently and maintain positive client relationships.

Functional Requirements as Story Points

• As a Freelancer, I should be able to connect my Xero account to automate payment reminders.
• As a Freelancer, I should be able to connect my Quickbooks account to automate payment reminders.
• As a Freelancer, I should be able to connect my Stripe account to automate payment reminders.
• As a Freelancer, I should be able to customize the payment escalation sequence from polite to firm.
• As a Freelancer, I should be able to send payment reminders via email with embedded single-click payment links.
• As a Freelancer, I should be able to send payment reminders via SMS with embedded single-click payment links.

User Personas

• Freelancer: An individual working independently who needs to manage client payments efficiently.
• Small Agency Owner: A business owner managing a small team and client payments.

Core User Flows

1. Connect Accounting Tool:

   • User logs into the system.
   • User selects the accounting tool (Xero, Quickbooks, Stripe) to connect.
   • User authorizes the connection.
   • System confirms successful integration.

2. Customize Payment Escalation Sequence:

   • User accesses the payment escalation settings.
   • User selects the tone of the sequence (polite to firm).
   • User saves the customized sequence.

3. Automated Payment Reminder:

   • System detects a late payment.
   • System triggers an email reminder with a single-click payment link.
   • System triggers an SMS reminder with a single-click payment link.

Visuals Colors and Theme

• primary: #0073e6 (blue)
• primary_light: #3399ff (light blue)
• secondary: #ffcc00 (yellow)
• accent: #ff6600 (orange)
• highlight: #ff3300 (red)
• bg: #f4f4f4 (light gray)
• surface: #ffffff (white)
• text: #333333 (dark gray)
• text_muted: #666666 (gray)
• border: #cccccc (light gray)

Signature Design Concept

The homepage will feature an interactive "Payment Journey" animation. Users will see a visual representation of an invoice traveling through a digital landscape. As the invoice moves, it encounters various stages such as "Sent," "Viewed," "Reminder Sent," and "Paid." Each stage will animate with a unique transition, such as a stamp or a digital handshake. Users can click on each stage to view more details about the process. This concept will be built using motion/react for smooth animations and transitions.

Landing Hero Motion Brief

The landing page will open with a dynamic illustration of an invoice being generated and sent through a virtual pipeline. As it progresses, the invoice will transform, showing stages of interaction with clients, culminating in a "Paid" status. The animation will loop every 10 seconds, with interactive elements allowing users to pause and explore each stage. The design will maintain clarity and focus on the transformation of the invoice, ensuring the product's value is immediately apparent.

Interaction Model & Motion Direction

• Intended Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals and hover transitions. Interactive elements will have spring physics for a polished user experience.

Non-Functional Requirements

• The system must ensure secure data transmission between the user's accounting tools and the application.
• The application should handle up to 10,000 users concurrently without performance degradation.
• The system must comply with GDPR and other relevant data protection regulations.

Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB
• AI Tools: Litellm for LLM Routing, Langchain
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

Assumptions and Constraints

• Users will have existing accounts with Xero, Quickbooks, or Stripe.
• The system will not handle payment processing directly but will facilitate reminders and escalation sequences.
• Internet connectivity is required for all functionalities.

Glossary

• Freelancer: An individual who works independently, offering services to clients.
• Small Agency: A business entity with a small team providing services to clients.
• Payment Escalation Sequence: A series of communications escalating from polite reminders to firm requests for payment.
• Single-click Payment Link: A link embedded in communications that allows clients to pay invoices with one click.