System Requirements Document

Introduction

This document outlines the system requirements for the development of an AI-based Individual Tax Return (ITR) Document Automation solution for Befree. The solution aims to automate the document-processing tasks involved in preparing individual tax returns by leveraging AI and machine learning technologies.

System Overview

Befree, an accounting and tax practice in Australia, seeks to reduce the manual effort involved in preparing individual tax returns. The proposed solution will automate the ingestion, reading, classification, extraction, validation, and mapping of financial data from various source documents into a structured format. This will assist Befree's internal staff in their tax preparation workflow without replacing their existing processes.

Functional Requirements

Document Ingestion

• As a Befree internal user, I want to submit digital and scanned PDF documents for processing.
• As a Befree internal user, I want to submit common scanned-image formats for processing.
• As a Befree internal user, I want to submit structured and unstructured document layouts for processing.
• As a Befree internal user, I want to submit multiple supporting documents as part of the same ITR document set.
• As a system, I want to provide a document ingestion component to handle the submission of supported PDFs and scanned images.

Document Reading and OCR

• As a system, I want to determine if a document contains readable digital text or requires OCR.
• As a system, I want to read available text from digital PDFs.
• As a system, I want to apply OCR to supported scanned PDFs and images.
• As a system, I want to provide an OCR and document-reading component to process digital and scanned documents.

Document Classification

• As a system, I want to classify documents according to the agreed document types.
• As a system, I want to mark documents that do not match an approved type for manual review.
• As a system, I want to provide a document classification component to identify document types included in the initial scope.

Financial Data Extraction

• As a system, I want to extract specific data fields from each supported document type.
• As a system, I want to categorize extracted information into income and deduction categories.
• As a system, I want to provide a data-extraction component to extract approved data fields from supported document types.

Data Categorisation and Mapping

• As a system, I want to map extracted information into a Befree-defined output template.
• As a system, I want to include source-document references in the mapping.
• As a system, I want to provide a data-categorisation and mapping component to map extracted information to the agreed categories and output structure.

Internal Validation and Review

• As a Befree internal user, I want to review extracted information before finalizing the output.
• As a Befree internal user, I want to confirm the information before generating the final output.
• As a system, I want to provide a validation and review mechanism to enable internal staff to inspect extracted information.

Source Traceability

• As a system, I want to retain a reference to the source document for each extracted item.

Structured Output Generation

• As a system, I want to generate a proposal for the AI-based Individual Tax Return document automation solution for Befree.
• As a system, I want to generate a structured and exportable output following the Befree-provided template.
• As a system, I want to provide a structured output generator to create the approved Excel or other structured output template.

Proposal Generation

• As a system, I want to provide a proposal generation component to create proposals using the pre-resolved API.

Authentication and Authorization

• As a system, I want to ensure authentication is required for generating proposals.
• As a system, I want to ensure authorization changes are required for generating proposals.

Documentation and Support

• As a system, I want to provide basic handover documentation covering document submission, information review, output generation, and issue identification.
• As a Befree internal user, I want access to subject-matter support to answer questions and validate mappings.

Testing and Acceptance

• As a system, I want to provide a tested initial release configured for the approved document types, fields, and output template.
• As a system, I want to provide test and acceptance data for user acceptance testing.
• As a Befree internal user, I want to review and sign off on document types, extraction fields, mapping rules, and output templates.

User Personas

• Befree Internal User: Staff responsible for submitting documents, reviewing extracted data, and finalizing tax preparation.

Core User Flows

1. Document Submission and Processing
   • User submits supported documents.
   • System reads or applies OCR to documents.
   • System classifies documents.
   • System extracts financial data.
   • System maps data to the output template.
   • User reviews and confirms extracted data.
   • System generates structured output.

Visuals Colors and Theme

• Default professional theme suitable for financial applications, with a focus on clarity and readability.

Signature Design Concept

• Clean and intuitive interface for document submission and data review.

Interaction Model & Motion Direction

• Simple and direct interactions with minimal motion to ensure focus on data accuracy and review.

Non-Functional Requirements

• Data Security and Confidentiality: Secure handling of sensitive financial data.
• Scalability: Ability to process a recurring volume of ITR document sets.
• Maintainability: Structured to allow future expansion of document types and fields.

Tech Stack

• The tech stack will be determined based on the specific requirements for document processing, OCR, and AI/ML capabilities.

Assumptions and Constraints

• Befree will provide necessary document samples and field mappings.
• The solution will assist but not replace Befree's existing tax-preparation workflow.
• Integration with existing systems requires separate scoping.

Glossary

• ITR: Individual Tax Return
• OCR: Optical Character Recognition
• AI/ML: Artificial Intelligence/Machine Learning

This document serves as a comprehensive guide for the development of the AI-based ITR Document Automation solution, ensuring all functional and non-functional requirements are clearly defined and understood.