Document the current process
Describe what triggers the work, who handles it and where information is stored. Record repeated steps, exceptions and the final outcome. For example, a sales enquiry may move through qualification, quotation and follow-up; each stage needs a responsible person and a clear status.
Identify records, roles and permissions
- List the records you manage, such as enquiries, products, orders or appointments, and the fields each record needs.
- Define what each user role can view, edit, approve and export.
- Identify reports that support actual decisions rather than collecting every possible metric.
- Share a small anonymized sample of existing data to clarify structure.
Define integration and AI boundaries
List external systems and confirm that documented API access is available. Specify what should happen if a service fails or sends a duplicate event. If AI is involved, define its inputs, allowed actions and review points. Drafting a reply and sending a reply are different permissions and should be scoped separately.
Decide whether to configure or build
An existing product may already support the workflow with configuration. Custom development is worth discussing when a specific gap remains, such as unusual approval rules, integration needs or a specialized portal. Compare running costs, ownership, export options and maintenance before choosing a route.
Choose a first release and acceptance checks
A first release should complete a useful workflow from start to finish. Define checks such as role restrictions, valid state changes, exports and failure handling. Agree migration validation, staging review, training and who can approve deployment. Use the first release to learn before expanding the system.
Prepare your own project brief
Use this editable text template to document your requirements, responsibilities and acceptance checks before requesting a quotation. Complete it locally, then share only the information needed for your enquiry.
Download the Software & Automation BriefPlease do not include passwords, OTPs or private customer records.
Turn your brief into a project discussion
Use this guide to prepare your questions and share a realistic first scope.
About this guide
This guide was prepared with AI-assisted drafting to organize practical project-planning questions. Examples are illustrative requirements, not published client case studies. Its purpose is to help business owners prepare a useful brief before discussing scope, responsibilities and a quotation.
Malak Ventures publishes this resource. Learn about the business and founder, review our project process, or send a correction or question. Final project requirements are agreed in the proposal.