The best way to get an accurate quote and a smooth project is a clear requirement document. It does not need to be technical. It needs to be specific.
1. Project overview
Describe the business, the problem you want to solve and who will use the software. Two or three paragraphs are enough.
2. Goals and success measures
List measurable outcomes: "reduce billing time from 10 minutes to 2", "capture every website lead in one place". Goals keep decisions focused.
3. User roles
List every type of user (admin, staff, customer, vendor) and what each can do and see.
4. Features, in priority order
Group them as must-have, should-have and nice-to-have. This is the single most useful step for controlling budget.
5. Workflows
Describe key journeys step by step, such as "customer places an order, payment is confirmed, stock is reduced, invoice is emailed". Simple sketches help.
6. Integrations
List tools the system must connect to: payment gateways, WhatsApp, accounting software, courier services, existing databases.
7. Reports
List the reports and dashboards managers need, including filters and export formats.
8. Non-functional needs
Expected users, speed, security, devices (web, Android, iOS) and any compliance rules.
9. References
Share examples of websites or apps you like and screenshots of current spreadsheets or tools.
A ready-to-use template
Copy this outline into a document and fill each part in plain language. It does not need to be perfect; it needs to be written.
- Business context: who you are, what problem you are solving and why now.
- Users: each role and what they do.
- User stories: "As a [role], I want to [action] so that [benefit]".
- Must-have, should-have, nice-to-have features.
- Screens or flows described step by step.
- Data: what information is stored, and where existing data lives.
- Integrations and reports.
- Constraints: budget, deadline, devices and languages.
Example user stories
- As a shop owner, I want to see today's sales and stock alerts on my phone so that I can reorder before items run out.
- As a receptionist, I want to book an appointment in under a minute so that patients do not wait.
- As a customer, I want to track my order so that I do not need to call support.
How to prioritise features
Use three buckets. Must-have features are needed for the first launch. Should-have features add value soon after. Nice-to-have ideas wait until you have real user feedback. If everything is a must-have, nothing is, so ask what you would remove if the budget were cut in half.
Acceptance criteria: define "done"
For each feature, write how you will check it works. Example: "A user can create an invoice with three items, apply GST and download a PDF in under two minutes." Clear acceptance criteria avoid arguments at delivery time and make testing straightforward.
Attach examples and sketches
- Screenshots of tools you like, with notes on what you like about them.
- Photos of current paper forms or registers.
- Sample Excel sheets and invoices.
- Hand-drawn screen sketches. They are better than long paragraphs.
Common mistakes
- Describing solutions instead of problems, such as "add a dropdown" instead of "staff must choose a category".
- Leaving out edge cases like returns, cancellations and partial payments.
- Not mentioning who approves what.
- Ignoring reports until the end.
Frequently asked questions
Do I need a technical person to write it?
No. Business owners write the best problem descriptions. Our team converts them into a technical scope during discovery.
How long should it be?
Two to ten pages is enough for most business applications. Clarity matters more than length.
10. Budget and timeline
A range helps us suggest the right scope and phases.
Do not worry if you cannot fill every section. During a free consultation we help turn your notes into a proper requirement document, and our custom software process begins with exactly this step.