System Requirements Document for storm-simple

1. Introduction

DocChase is a B2B SaaS product designed for Indian Chartered Accountant (CA) firms. Its primary purpose is to automate the process of requesting, following up, collecting, organizing, and tracking client documents required for tasks such as GST filing, ITR filing, audits, and accounting. The product aims to eliminate the repetitive task of chasing clients for missing documents by leveraging WhatsApp for communication and a simple secure upload page for document submissions. The target audience is CA firms that already use WhatsApp and prefer a straightforward, mobile-friendly solution without the complexity of practice-management software.

2. System Overview

DocChase provides a streamlined workflow for CA firms to manage client document requests. The system allows CAs to create clients, specify required documents for various tasks, and send automated WhatsApp messages to clients with pending-document lists. Clients can upload documents via WhatsApp or a secure upload page. The system automatically identifies the client and document type, updates the document status, and notifies the CA upon receipt. It also sends polite reminders to clients on a configurable schedule until all required documents are received. The CA dashboard provides a comprehensive view of client document statuses, reminders, and response statuses.

2a. Product Interpretation and Delivery Boundary

DocChase is delivered as a simple, mobile-friendly SaaS product focused exclusively on document management for Indian CA firms. It excludes features related to accounting, billing, CRM, or tax-filing. The product integrates with WhatsApp for client communication and supports secure document uploads through a dedicated page. The system is designed to be intuitive, with a focus on clarity and efficiency, aligning with the professional needs of CA firms.

2b. Source Content Inventory

Not applicable as there is no explicit content_source directive.

2c. Page Content and Component Coverage

Landing

• Purpose: Introduce DocChase, its audience, and document-request workflow.
• Components:
  • Overview of DocChase's features and benefits.
  • Call-to-action for CA Firm Users to get started.
  • Information on the simplicity and mobile-friendliness of the product.

Login

• Purpose: Verify returning CA Firm Users.
• Components:
  • Username and password fields.
  • "Forgot Password" link.
  • Login button.

Upload Documents

• Purpose: Allow clients to securely upload documents.
• Components:
  • Secure upload link.
  • Instructions for document submission.
  • Confirmation message upon successful upload.

Dashboard

• Purpose: Provide an operational overview for CAs.
• Components:
  • List of clients with document checklist statuses.
  • Indicators for received/missing documents.
  • Last reminder date and response status.
  • Alerts for clients with pending documents.

Clients

• Purpose: Manage client records.
• Components:
  • Add new client button.
  • List of existing clients.
  • Search and filter options.

Client Details

• Purpose: View and manage a specific client's document requests.
• Components:
  • Client information.
  • Associated document requests and statuses.
  • Edit client details option.

Checklists

• Purpose: Manage task-specific document checklists.
• Components:
  • List of checklists for various tasks.
  • Add new checklist button.
  • Search and filter options.

Checklist Details

• Purpose: Create and edit document checklists.
• Components:
  • Task name and description.
  • List of required documents.
  • Add/remove document options.

Document Requests

• Purpose: Review and initiate client document requests.
• Components:
  • List of document requests.
  • Initiate new request button.
  • Request status indicators.

Request Details

• Purpose: Track document request progress.
• Components:
  • Request-specific document statuses.
  • Reminder schedule and history.
  • Client response tracking.

Reminder Settings

• Purpose: Configure reminder schedules.
• Components:
  • Schedule configuration options (e.g., Day 1, Day 3, Day 7).
  • Save and apply settings button.

3. Functional Requirements

• As a CA Firm User, I should be able to create a client and specify required documents for tasks such as GST filing, ITR filing, audit, and accounting. (explicit)
• As a CA Firm User, I should be able to send clients WhatsApp messages containing their pending-document list. (explicit)
• As a Client, I should be able to upload documents directly through WhatsApp or a secure upload page. (explicit)
• As a system, I should automatically identify the client and document type when a document is received, store the file, update its status from “Missing” to “Received,” and notify the CA. (explicit)
• As a system, I should automatically send polite reminders on a configurable schedule when the client has not responded, and stop sending reminders once all required documents are received. (explicit)
• As a CA Firm User, I should be able to view a dashboard showing all clients, document checklists, received and missing documents, last reminder date, response status, and clients blocked because documents are pending. (explicit)

4. User Personas

• CA Firm User: Responsible for creating clients and document checklists, monitoring document status, and receiving notifications. They interact with the dashboard and manage client communications.
• Client: Receives WhatsApp requests and reminders, uploads required documents through WhatsApp or a secure upload page.

5. Core User Flows

CA Firm User Flow

1. Login: Access the system using credentials.
2. Create Client: Navigate to the Clients page and add a new client.
3. Create Checklist: Go to Checklists, create a new checklist, and specify required documents.
4. Send Document Request: Use the Document Requests page to initiate a request to the client.
5. Monitor Dashboard: View the Dashboard to track document statuses and reminders.
6. Adjust Reminder Settings: Configure reminder schedules in the Reminder Settings page.

Client Flow

1. Receive WhatsApp Message: Get a message with the pending-document list.
2. Upload Documents: Use the provided link or WhatsApp to upload documents.
3. Receive Confirmation: Get notified upon successful document upload.

6. Visuals Colors and Theme

• Muse: Erik Spiekermann
• Palette:
  • Background: #F8F9FA
  • Surface: #FFFFFF
  • Text: #111111
  • Primary: #D92323
  • Accent: #FFCC00
  • Muted: #E5E5E5
• Typography:
  • Headings: Fira Sans — Bold, uppercase for labels
  • Body: Source Sans
  • Scale: 1.250 modular, 48/32/24/16/14
• Shape Language: Clear columns, generous margins, well-defined sections
• Layout: Structured grid system, prominent icons with type, intuitive flows
• Motion: Functional; short and purposeful transitions
• Imagery: Pictograms for document types, schematic diagrams for process visualization

7. Signature Design Concept

A structured, information-first hero with a large heading and CTA on a warm off-white background. Clear iconography indicates the document handling process, with a large, full-width heading underlined in the primary signal color. The dashboard features a tabular layout with color-coded document status indicators, and prominent CTA buttons are highlighted in the primary color.

8. Interaction Model & Motion Direction

• Interaction Model: Static
• Motion Tempo: Restrained
• Hero Dimensionality: Flat
• Landing Hero Motion Brief: A composed first frame with a large heading and CTA, using clear iconography to guide the user through the document handling process. Reduced-motion state available for accessibility.

9. Non-Functional Requirements

• The system must be mobile-friendly and accessible on various devices. (explicit)
• Integration with WhatsApp for communication and document uploads. (explicit)
• Secure storage and processing of client documents. (explicit)

10. Tech Stack

• Frontend: React
• Backend: Python/FastAPI
• Storage: Secure file storage solution
• Integration: WhatsApp API for messaging
• Deployment: Docker/docker-compose

11. Assumptions and Constraints

• The product is designed exclusively for Indian Chartered Accountant firms. (explicit)
• The MVP focuses solely on document management and excludes accounting, billing, CRM, or tax-filing features. (explicit)
• WhatsApp is the primary communication channel for client interactions. (explicit)

12. Glossary

• CA Firm User: A user from a Chartered Accountant firm using DocChase to manage client documents.
• Client: An individual or entity that provides documents to the CA firm through DocChase.
• Checklist: A list of documents required for a specific task, such as GST filing or audit.
• Dashboard: An interface for CA Firm Users to monitor document statuses and client interactions.