System Requirements Document (SRD)

Project Name: mercy-billing

1. Introduction

Welcome to the System Requirements Document (SRD) for mercy-billing, a professional, mobile-friendly Billing & Invoice Management App tailored for Aditya Pool Care Services. This document outlines the system's functional and non-functional requirements, design concepts, and technical specifications to ensure the app meets the business's needs effectively.

The app, named Aditya Billing Pro, is designed to replicate the existing invoice format used by Aditya Pool Care Services and streamline daily billing operations, customer management, and payment tracking.

This SRD has been prepared for Mukhlal Bhagat, based in India, with locale-specific defaults such as INR currency, IST timezone, and regional preferences.

2. System Overview

The mercy-billing system will serve as a comprehensive solution for billing and invoice management for service businesses, specifically tailored to Aditya Pool Care Services. The app will enable users to:

• Create invoices that match the business's real-world format.
• Manage customer details efficiently.
• Track payments and generate professional PDF invoices.
• Access simple monthly reports for income, customer-wise, and service-wise analysis.

The system will feature a clean, modern UI with a blue and white theme inspired by the pool care industry. It will be mobile-friendly, ensuring ease of use for daily billing tasks.

3. Functional Requirements

As User:

• I should be able to create invoices that replicate the real-world format of Aditya Pool Care Services.
• I should be able to add, edit, and delete customer details.
• I should be able to generate professional PDF invoices with the company logo and share them via WhatsApp or email.
• I should be able to track payments and view paid/unpaid statuses.
• I should be able to access simple monthly reports for income, customer-wise, and service-wise analysis.
• I should be able to search invoices and filter by date or customer.
• I should be able to back up data for security and recovery purposes.

As Admin:

• I should be able to upload the company logo and signature for invoices.
• I should be able to edit company details and invoice format settings.
• I should be able to configure invoice numbering systems (auto, custom, date-based, manual).

4. User Personas

1. Admin

• Role: Business owner or manager.
• Responsibilities: Configure app settings, upload company details, and oversee billing operations.

2. User

• Role: Staff or employee managing daily billing tasks.
• Responsibilities: Create invoices, manage customers, and track payments.

5. Visuals Colors and Theme

Color Palette

The app will feature a unique color palette inspired by the pool care industry, emphasizing a clean and professional aesthetic:

• Background: #E6F7FF (Light Aqua Blue)
• Surface: #FFFFFF (Pure White)
• Text: #1A3D5D (Deep Navy Blue)
• Accent: #00A3E0 (Bright Pool Blue)
• Muted Tones: #B3C7D6 (Soft Grayish Blue)

6. Signature Design Concept

Concept: Interactive Water Ripple Landing Page

The homepage of Aditya Billing Pro will feature an interactive water ripple effect. As users hover over the screen, subtle ripples will form, mimicking the movement of water. The design will include:

• Background: A gradient of light aqua blue transitioning to deep navy blue, creating a serene pool-like ambiance.
• Animations: Ripples that dynamically respond to cursor movement, creating a tactile and engaging experience.
• Transitions: Smooth fade-ins and slide-ins for navigation elements.
• Micro-interactions: Buttons and icons will "splash" slightly when clicked, reinforcing the water theme.
• Navigation: A simple bottom navigation bar with icons for Home, Customers, Invoices, Reports, and Settings.

This design will make the app visually unforgettable while maintaining a professional and clean aesthetic.

7. Non-Functional Requirements

• Performance: The app must load within 2 seconds and handle up to 10,000 invoices without lag.
• Security: All data must be encrypted, and backups must be automated weekly.
• Scalability: The system should support unlimited customers and invoices.
• Compatibility: The app must be mobile-friendly and work seamlessly on Android and iOS devices.

8. Tech Stack

Frontend

• React for Web
• React Native for mobile app

Backend

• Python
• FastAPI

Database

• MySQL (preferred for structured data)
• Alembic for migrations

AI Tools

• GPT 5.4 for user-friendly responses

Local Orchestration

• Docker
• docker-compose

9. Assumptions and Constraints

Assumptions

• Users will primarily access the app via mobile devices.
• The app will be used in India, with INR as the default currency and IST timezone.
• Monthly reports will be simple and tabular, without visual charts.

Constraints

• The app must replicate the exact invoice format used by Aditya Pool Care Services.
• The system must support unlimited customers and invoices without performance degradation.

10. Glossary

• Invoice: A document detailing services provided and payment due.
• PDF: Portable Document Format, used for professional invoice sharing.
• IST: Indian Standard Time, the timezone for the app's operations.
• INR: Indian Rupee, the default currency for transactions.
• Docker: A tool for containerizing applications.