project-ContractPILOT System Requirements Document

Introduction

The purpose of this document is to outline the system requirements for the project-ContractPILOT, a vertical micro-SaaS application designed to streamline the management of annual maintenance contracts (AMC) and recurring service agreements for small and mid-sized service companies.

System Overview

project-ContractPILOT is a focused operating system for managing annual maintenance contracts and recurring service agreements. It is specifically designed for service companies that currently rely on spreadsheets, WhatsApp, and disconnected field-service tools to manage contract schedules, renewal reminders, site visits, and billing. The application aims to mitigate business risks associated with missed visits, late invoicing, weak documentation, and lost renewals by providing a centralized platform for these operations.

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Functional Requirements as Story Points

• As a service company manager, I should be able to manage annual maintenance contracts within the application.
• As a service company manager, I should be able to schedule and track technician visits.
• As a service company manager, I should be able to receive renewal reminders for contracts.
• As a service company manager, I should be able to handle recurring billing efficiently.
• As a service company manager, I should be able to track and analyze breakdowns.

User Personas

• Service Company Manager: Responsible for overseeing the management of maintenance contracts, scheduling, and billing.
• Technician: Conducts site visits and performs maintenance tasks as scheduled.
• Administrative Staff: Assists in documentation, invoicing, and customer communication.

Core User Flows

• Service Company Manager creates a new maintenance contract -> schedules technician visits -> receives renewal reminders -> processes recurring billing.
• Technician receives visit schedule -> performs maintenance tasks -> updates visit status.
• Administrative Staff prepares documentation -> sends invoices -> communicates with customers.

Visuals Colors and Theme

• primary: #004080 (Deep Blue)
• primary_light: #6699CC (Light Blue)
• secondary: #FF5733 (Coral)
• accent: #FFC300 (Vibrant Yellow)
• highlight: #FF8C00 (Orange)
• bg: #F5F5F5 (Light Gray)
• surface: rgba(255, 255, 255, 0.8) (White)
• text: #333333 (Dark Gray)
• text_muted: #777777 (Medium Gray)
• border: rgba(0, 0, 0, 0.1) (Light Black)

Signature Design Concept

The homepage of project-ContractPILOT will feature an interactive "Contract Lifecycle Journey" animation. Users will see a dynamic workflow where a contract document travels through various stages: creation, scheduling, execution, renewal, and billing. Each stage will be represented by a distinct icon that animates as the document progresses. Users can click on each icon to explore detailed information about that stage. The animation will use motion/react for smooth transitions and interactions, providing an engaging and informative experience.

Landing Hero Motion Brief

The landing page will feature a continuous 2D motion loop illustrating the transformation of a service request into a completed maintenance task. The animation will show a service request icon entering the system, transforming into a scheduled task, and finally resulting in a completed service report. This loop will last 10 seconds and will be built using motion/react for seamless transitions. The animation will be responsive and maintain clarity in reduced-motion settings.

Interaction Model & Motion Direction

• Intended Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals, hover transitions, and spring physics on interactive elements to enhance user engagement.

Non-Functional Requirements

• The application must ensure data security and privacy for all user information.
• The system should be scalable to accommodate an increasing number of users and contracts.
• The application should provide high availability and reliability.

Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

Assumptions and Constraints

• The application will primarily serve users in the AE region, considering locale-specific defaults such as currency and timezone.
• The system will integrate with existing tools like WhatsApp for communication purposes.
• The application will be designed to operate efficiently on both desktop and mobile devices.

Glossary

• AMC: Annual Maintenance Contract
• SaaS: Software as a Service
• API: Application Programming Interface

This document outlines the requirements and design considerations for project-ContractPILOT, ensuring a comprehensive understanding of the system's objectives and functionalities.