# Software Project Requirement Brief Template

Use this brief for custom software, web applications, CRM, inventory, billing, dashboards, integrations, or automation projects.

Prepared by: VASUYASHII
Source: https://www.vasuyashii.com/resources/software-project-requirement-template

## 1. Business objective

- Business type and operating location:
- Current process or tools:
- Main operational problem:
- Expected result after phase one:
- Person who approves the final scope:

## 2. Users and roles

For each role, specify approximate user count, allowed actions, restricted information, approval responsibility, and required device.

| Role | User count | Can create/edit | Can approve/delete | Restricted data | Device |
|---|---:|---|---|---|---|
| | | | | | |

## 3. Current workflow

- Workflow trigger:
- Step-by-step actions:
- Decisions or approvals:
- Current forms, spreadsheets, or systems:
- Common errors or delays:
- Final output and owner:

## 4. Phase-one modules

### Must have

-

### Nice to have

-

### Explicitly excluded

-

### Future roadmap

-

## 5. Data and records

For each record, specify required fields, unique identifiers, source data, retention, and export needs.

| Record | Required fields | Unique identifier | Existing source | Export/retention |
|---|---|---|---|---|
| | | | | |

## 6. Rules, calculations, and permissions

- Validation rules:
- Calculation examples:
- Status transitions:
- Duplicate prevention:
- Permission rules:
- Audit-history requirement:

## 7. Reports and decisions

| Report/dashboard | Audience | Metrics | Filters | Export format | Review frequency |
|---|---|---|---|---|---|
| | | | | | |

## 8. Integrations and notifications

| Platform/API | Data sent | Data received | Trigger | Failure behavior | Account/cost owner |
|---|---|---|---|---|---|
| | | | | | |

## 9. Security and operating constraints

- Sensitive data handled:
- Login and authentication need:
- Internet or offline constraints:
- Expected users and activity:
- Supported devices or browsers:
- Backup and recovery expectation:
- Legal or contractual requirements:

## 10. Delivery and acceptance

- Acceptance scenarios:
- Test-data owner:
- Hosting and deployment responsibility:
- Training and documentation required:
- Source-code and credential handover:
- Warranty and support period:
- Change-request approval process:

## Acceptance checklist

- [ ] Every role can complete its approved workflow.
- [ ] Restricted actions and data remain restricted.
- [ ] Calculations match written examples.
- [ ] Duplicate, empty, invalid, and failed states are handled.
- [ ] Records can be created, edited, searched, exported, and recovered as agreed.
- [ ] Supported mobile, desktop, browser, print, and offline behavior is verified.
- [ ] Ownership, credentials, hosting, backup, training, and support are documented.

## Attachments to include

- Current forms or spreadsheets with private data removed
- Sample reports, invoices, PDFs, or labels
- Existing workflow screenshots
- Brand assets and approved content
- API or third-party account documentation
- Sample records for acceptance testing

This template supports project discovery; it does not guarantee a fixed quote. Data migration, third-party APIs, unusual calculations, offline behavior, security, and unresolved approvals may require additional discovery.