# PRD: FlowBooks Admin Time Reduction ## 1. Overview Two interviews with an ops lead and a finance manager show that weekly reporting and invoice retrieval are manual, slow and error-prone. This MVP PRD covers automated exports and fast invoice lookup. ## 2. Pain Point Log | ID | Verbatim quote | Speaker | Interview | Severity | |---|---|---|---|---| | P1 | "Honestly the export process eats 45 minutes every Friday, it's the worst part of my week." | Maria | INT-014 | High | | P2 | "I copy numbers into a spreadsheet by hand and I always worry I missed a row." | Maria | INT-014 | Med | | P3 | "I can never find last month's invoices when the auditor asks." | Tom | INT-015 | High | | P4 | "I end up digging through email for an hour." | Tom | INT-015 | Med | | P5 | "And if a client pays late I only notice at month end." | Tom | INT-015 | Med | ## 3. Themes | Theme | Name | Pain points | Summary | |---|---|---|---| | T1 | Manual Reporting | P1, P2 | Weekly reporting relies on slow, error-prone manual copying. | | T2 | Invoice Retrieval | P3, P4 | Past invoices are hard to locate on demand. | | T3 | Late Payment Visibility | P5 | Late payments are spotted too late to act. | ## 4. Requirements ### T1. Manual Reporting **Problem:** Ops leads lose most of an hour every week exporting numbers by hand and cannot trust the result. | Req | Requirement | Source | Verbatim quote | |---|---|---|---| | R1.1 | One-click export of the weekly report to a spreadsheet. | P1 | "Honestly the export process eats 45 minutes every Friday, it's the worst part of my week." | | R1.2 | Export includes every record with a row count shown for verification. | P2 | "I copy numbers into a spreadsheet by hand and I always worry I missed a row." | **Acceptance criteria** - R1.1: Given a user on the Reports page, when they click Export, then a spreadsheet with the current week's data downloads in under 1 minute. - R1.1: Given the export has finished, when the user opens the file, then no manual copying is needed to complete the weekly report. - R1.2: Given an export, when it completes, then the number of rows matches the number of records shown in the app. ### T2. Invoice Retrieval **Problem:** Finance staff cannot find past invoices quickly, especially under audit pressure. | Req | Requirement | Source | Verbatim quote | |---|---|---|---| | R2.1 | Invoice search filtered by month and client. | P3, P4 | "I can never find last month's invoices when the auditor asks." | **Acceptance criteria** - R2.1: Given invoices from previous months, when the user filters by last month, then all of that month's invoices are listed. - R2.1: Given a search result, when the user selects an invoice, then the PDF opens without leaving the app. ### T3. Late Payment Visibility **Problem:** Late payments are only discovered at month end, too late to chase them early. | Req | Requirement | Source | Verbatim quote | |---|---|---|---| | R3.1 | Alert the finance user when an invoice passes its due date unpaid. | P5 | "And if a client pays late I only notice at month end." | **Acceptance criteria** - R3.1: Given an unpaid invoice, when its due date passes, then the finance user receives an alert the same day. - R3.1: Given an alert, when the user opens it, then the invoice, client and days overdue are shown. ## 5. Quote Integrity Check | Req | Source | Status | |---|---|---| | R1.1 | P1 | Verified | | R1.2 | P2 | Verified | | R2.1 | P3 | Verified | | R3.1 | P5 | Verified | **Result:** 4 of 4 quotes verified. ## 6. Open Questions - Which spreadsheet format does Maria need (Excel, Google Sheets, CSV)? - Who else needs access to invoices during an audit? - How many days late should trigger the payment alert?