System Requirements Document (SRD)

1. Introduction

This document outlines the requirements for developing an accounting tool designed to classify Excel sheets automatically into specific categories. The tool aims to streamline the process of organizing and categorizing data, reducing manual effort and improving efficiency for users handling large amounts of financial data. The classification process will leverage AI to learn from patterns in the data, making it more adaptive and intelligent over time.

2. System Overview

The accounting tool will be a web-based application that allows users to upload Excel files and automatically classify the data into categories. The system will utilize AI models capable of learning from patterns in the data, eliminating the need for predefined rules. This approach ensures the tool adapts to diverse datasets and provides accurate classifications. The tool will be user-friendly, efficient, and scalable to handle varying file sizes and complexities. Users will be able to upload files using both drag-and-drop functionality and file selection methods, ensuring flexibility and ease of use.

3. Functional Requirements as Story Points

• As User I should be able to upload Excel files for classification using drag-and-drop or file selection methods.
• As User I should be able to view the categorized data in a clear and organized format.
• As User I should be able to download the categorized data in Excel format.
• As User I should be able to see a summary of the classification results (e.g., number of rows per category).
• As User I should be able to receive notifications if the uploaded file cannot be classified due to errors or unsupported formats.
• As User I should be able to review and confirm AI-generated classifications.
• As User I should be able to provide feedback on classification accuracy to improve AI learning.
• As Admin I should be able to monitor system performance and usage statistics.
• As Admin I should be able to oversee AI learning progress and adjust parameters if necessary.
• As Admin I should be able to manage user access and permissions.

4. User Personas

1. User

• Primary user of the tool.
• Responsible for uploading Excel files and reviewing categorized data.
• Needs a simple and intuitive interface for quick classification.
• May provide feedback to improve AI learning.

2. Admin

• Manages system operations and oversees AI learning progress.
• Monitors system performance and ensures classification accuracy.
• Handles user issues and system maintenance.
• Manages user access and permissions.

5. Visuals Colors and Theme

The tool will adopt a professional and clean color theme suitable for accounting and financial applications:

• Primary Color: Navy Blue (#001F54) for headers and key elements.
• Secondary Color: Light Gray (#F5F5F5) for backgrounds and sections.
• Accent Color: Emerald Green (#50C878) for buttons and highlights.
• Font: Sans-serif fonts such as Open Sans or Roboto for readability.

6. Non-Functional Requirements

• The system should classify Excel files within 5 seconds for files up to 10MB.
• The system should support Excel file formats (.xls, .xlsx).
• The system should ensure data security and privacy by encrypting uploaded files.
• The system should be scalable to handle concurrent user uploads.
• The system should have a user-friendly interface accessible on both desktop and mobile devices.
• The system should provide 99.9% uptime reliability.
• The AI should continuously improve classification accuracy based on user feedback and data patterns.
• The system should support both drag-and-drop and file selection methods for uploading Excel files.

7. Tech Stack

Frontend

• React for Web

Backend

• Python
• FastAPI

Database RDBMS

• MySQL, using Alembic for migrations

AI Models

• GPT 5.2 for user-friendly responses and classification logic

AI Tools

• Langchain for AI model orchestration

Local Orchestration

• Docker
• docker-compose

Server-Side Orchestration

• Kubernetes

8. Assumptions and Constraints

Assumptions

• Users will primarily upload Excel files containing financial data.
• The AI will learn from patterns in the data to classify transactions accurately.
• The tool will be used by small to medium-sized businesses.

Constraints

• The system must comply with data protection regulations (e.g., GDPR).
• The classification accuracy depends on the quality of the uploaded Excel files.
• The system will not support non-Excel file formats.
• AI learning may require sufficient user feedback and diverse datasets to improve accuracy.

9. Glossary

• Excel File: A spreadsheet file format (.xls or .xlsx) used for organizing data.
• AI Learning: The process by which the AI improves its classification accuracy by analyzing patterns in the data and incorporating user feedback.
• Classification Accuracy: The percentage of correctly categorized rows in an Excel file.
• Drag-and-Drop: A method of uploading files by dragging them into a designated area on the interface.
• File Selection: A method of uploading files by browsing and selecting them from the user's device.
• Docker: A tool for containerizing applications to ensure consistency across environments.
• Kubernetes: A system for automating deployment, scaling, and management of containerized applications.

This updated SRD incorporates the user's request to support both drag-and-drop and file selection methods for file uploads.