System Requirements Document (SRD)

Project Name: Laser-Automation

1. Introduction

Laser-Automation is a centralized automation and analytics platform designed to optimize service operations for businesses in Iceland (IS). By integrating with ServiceM8 (job management) and Xero (financials), the platform aims to streamline workflows, reduce manual effort, and provide actionable insights for better decision-making. This document outlines the system requirements for the Laser-Automation project, ensuring alignment with user needs and operational goals.

2. System Overview

Laser-Automation will serve as a unified platform that automates job creation, structures technician notes, tracks job statuses, and enhances supplier coordination. It will also provide inventory visibility and operational analytics. The platform will integrate with ServiceM8 and Xero to leverage existing functionalities while introducing advanced automation and analytics capabilities.

Key features include:

• Universal parser for job creation from PDFs/emails.
• Real-time job tracking focused on status updates (excluding GPS tracking).
• Automated follow-ups for suppliers and customers.
• Inventory tracking and supplier coordination.
• Operational and financial analytics for data-driven decision-making.

The system will be built with scalability and security in mind, ensuring role-based access and encrypted communication.

3. Functional Requirements

Core Functional Requirements

• As User, I should be able to automate job creation from PDFs and emails using a universal parser.
• As User, I should be able to structure technician notes into actionable data.
• As User, I should be able to track job statuses, quotes, parts, and payments in real-time.
• As User, I should be able to improve supplier coordination and inventory visibility.
• As User, I should be able to access operational analytics and insights.

Advanced Functional Requirements

• As User, I should be able to detect duplicate parts across jobs using a Parts Intelligence Engine.
• As User, I should be able to validate quotes and parts to prevent duplicates or errors.
• As User, I should be able to link related jobs and sync updates across them.
• As User, I should be able to normalize part names and detect duplicates using AI.
• As Admin, I should be able to override automated actions with audit logs.

4. User Personas

Admin

• Role: Oversees system operations, manages user roles, and configures integrations.
• Needs: Secure access, audit logs, and override capabilities.

Technician

• Role: Field personnel responsible for job execution and reporting.
• Needs: Easy-to-use interface for updating job statuses and submitting notes.

Supplier

• Role: External vendors providing parts and services.
• Needs: Efficient communication and coordination for quotes and inventory.

Customer

• Role: End-users receiving services.
• Needs: Timely updates on job statuses and approvals.

5. Visuals Colors and Theme

Color Palette

Laser-Automation will feature a sleek and professional color scheme that reflects precision and innovation:

• Background: #F5F5F5 (Soft Gray)
• Surface: #FFFFFF (Pure White)
• Text: #333333 (Dark Charcoal)
• Accent: #007BFF (Laser Blue)
• Muted Tones: #B0BEC5 (Steel Gray)

6. Signature Design Concept

Concept: Interactive Laser Grid Dashboard

The homepage will feature an interactive laser grid design that dynamically reacts to user interactions. The grid will consist of glowing lines and nodes, representing different modules of the platform (e.g., Work Order Ingestion, Inventory Tracking).

Key Features:

• Dynamic Animations: As users hover over nodes, the laser lines will pulse and connect to related modules, visually showcasing system interconnectivity.
• Micro-Interactions: Clicking on a node will expand it into a detailed view, with smooth transitions and glowing effects.
• Color Shifts: The grid will subtly shift colors based on the time of day, transitioning from Laser Blue (#007BFF) during the day to a calming Steel Gray (#B0BEC5) at night.
• 3D Depth: The grid will have a parallax effect, creating a sense of depth as users scroll.

This bold design will make the platform instantly memorable and emphasize its cutting-edge nature.

7. Non-Functional Requirements

• Performance: The system should handle up to 10,000 jobs per month without latency.
• Scalability: Must support future integrations with additional job management and financial platforms.
• Security: Role-based access control and encrypted communication (TLS 1.3).
• Availability: 99.9% uptime guarantee.
• Localization: Default settings tailored for Iceland (IS), including timezone (GMT), currency (ISK), and language (English).

8. Tech Stack

Frontend

• React for Web

Backend

• Python
• FastAPI

Database

• MySQL (with Alembic for migrations)

AI Models

• GPT 5.4 for user-friendly responses
• Claude 4.6 Opas for coding and academic tasks

AI Tools

• Langchain
• Litellm for LLM Routing

Orchestration

• Docker for local orchestration
• Kubernetes for server-side orchestration

9. Assumptions and Constraints

Assumptions

• ServiceM8 API will provide reliable status updates for jobs.
• Xero API will support seamless