Custom Software Requirements Document Template

A requirements document gives everyone the same understanding of what will be built. It does not need to be long or technical. Copy the structure below into a document and fill in each section in plain language.

Section 1: Project overview

Prompt: What problem are we solving, for whom, and why now?

Example: "Our catering team prepares quotations manually in Excel. It takes up to two hours per event and pricing is inconsistent. We need a system that generates accurate quotations in minutes."

Section 2: Objectives and success measures

List three to five measurable objectives.

• Reduce quotation preparation time to under 15 minutes.
• Eliminate pricing errors from manual calculation.
• Give management a weekly report of quotations and conversions.

Section 3: Users and roles

Section 4: Current process

Describe how work happens today, step by step, including tools used (paper, Excel, WhatsApp). Note the pain points at each step. This is often the most valuable section.

Section 5: Functional requirements

Group requirements by module. Write each as "The system should…".

Module: Quotations

• The system should let a sales executive select an event type, guest count and menu items.
• The system should calculate totals including taxes.
• The system should generate a branded PDF.

Module: Masters

• The system should allow admins to manage menu items, categories and prices.

Mark each requirement as Must, Should or Could.

Section 6: Reports

List each report, who uses it, filters needed and how often it is reviewed.

Section 7: Integrations

List external systems (accounting, payment gateway, SMS, WhatsApp, email) and what data flows between them.

Section 8: Non-functional requirements

• Users: expected number of users now and in two years.
• Devices: desktop, tablet, mobile.
• Security: login method, password policy, audit logs.
• Availability: working hours or 24×7.
• Data: retention period and backup expectations.

Section 9: Data migration

What existing data must be imported (customers, items, history) and in what format?

Section 10: Constraints and assumptions

Budget range, deadlines, hosting preferences, technologies to use or avoid.

Section 11: Out of scope

Explicitly list what will not be built in this phase. This prevents misunderstandings.

Section 12: Acceptance criteria

How will you confirm each module works? For example: "A manager can generate a quotation for 200 guests with five menu items and download a correct PDF."

Tips for a useful document

• Use real examples and sample documents.
• Involve the people who will use the software daily.
• Keep it updated as decisions change.

Next steps

Once drafted, review it with your development partner. WebBox can help refine requirements during a discovery workshop; learn about our custom software development process or read custom vs ready-made software.