📋 Billing Software – Product Requirements Document (PRD)

Version: 1.0
Date: 2026-03-30
Status: Draft
Author: @antonyrobin

1. Executive Summary

This document outlines the comprehensive requirements for a Universal Billing Software platform designed to be fully configurable and adaptable for any business type — from a small retail shop to a chain of restaurants, hospitals, schools, or large-scale online stores. The platform supports diverse item categories including food, grocery, medicine, clothes, electronics, furniture, hardware, and more.

1.1 Vision

Build a single, modular, and configurable billing platform that can serve:

Business Type	Examples
Small Shop	Local grocery, pharmacy, stationery
Big Shop	Supermarket, department store
Chain of Shops	Franchise outlets, multi-branch retail
Online Store	E-commerce, marketplace
Delivery-Based Store	Food delivery, courier services
Restaurant / Hotel	Dine-in, takeaway, room service
Hospital	Pharmacy billing, patient billing
School / College	Fee collection, canteen billing
Any Other Business	Custom configuration

2. Functional Requirements

2.1 Company / Shop Details Management

ID: FR-001
Priority: High
Module: Company Profile

Description

Comprehensive company/shop profile management with all statutory and branding details.

Requirements

Company Information:
- Company/Shop Name, Legal Name, Trade Name
- Business Type (Sole Proprietorship, Partnership, LLP, Pvt Ltd, etc.)
- Industry/Domain selector (Retail, Restaurant, Hospital, School, etc.)
- Date of Establishment
- Website URL, Social Media Links
GSTIN & Tax Registration:
- GSTIN Number with validation (15-digit alphanumeric)
- PAN Number
- TAN Number (if applicable)
- State Code auto-detection from GSTIN
- Multiple GSTIN support for businesses operating in multiple states
- GST Registration Type (Regular, Composition, Unregistered)
- VAT/TIN Number (for VAT-applicable regions)
- FSSAI License Number (for food businesses)
- Drug License Number (for pharmacy/medical businesses)
Billing Address:
- Primary Billing Address (Street, City, State, PIN, Country)
- Multiple branch addresses with branch codes
- Geo-location tagging for each address
- Address auto-complete via Google Maps / Mapbox integration
Stamp / Seal / Signature:
- Upload digital stamp/seal (PNG, JPG, SVG — max 2MB)
- Upload authorized signatory signature
- Multiple signatory support with designation
- Auto-placement on invoices and receipts
- Stamp position configuration (left/right/center)
Branding:
- Company Logo upload (multiple formats)
- Brand colors configuration (primary, secondary, accent)
- Custom header/footer for invoices
- Watermark configuration

Enhancements

Multi-branch/franchise management with centralized and decentralized control
Branch hierarchy (Head Office → Regional → Branch)
Auto-populate tax details based on region/state
Business license and certificate storage with expiry alerts
Operating hours configuration per branch
Holiday calendar management

2.2 Client / Customer Details Management

ID: FR-002
Priority: High
Module: Client Management

Description

Complete client/customer database with billing details and relationship management.

Requirements

Client Profile:
- Client Name (Individual / Organization)
- Client Type (B2B, B2C, Government, Walk-in)
- Contact Person Name, Phone, Email
- GSTIN (for B2B clients)
- PAN (for transactions > ₹50,000)
- Credit Limit and Payment Terms
- Client Group / Category tagging
Billing Address:
- Multiple billing addresses per client
- Set default billing address
- Shipping address (if different from billing)
- Address validation and PIN code lookup
- State-wise address for GST compliance
Client History:
- Purchase history with date range filters
- Outstanding balance and payment history
- Credit/Debit note history
- Communication log

Enhancements

Client loyalty tier system (Silver, Gold, Platinum, Diamond)
Automated client segmentation based on purchase patterns
Client-specific pricing and discount rules
Bulk client import via CSV/Excel
Client merge/de-duplication tool
KYC document management
Blacklist/Whitelist management
Client communication preferences (Email, SMS, WhatsApp)

2.3 Item / Product Master

ID: FR-003
Priority: High
Module: Product Management

Description

Comprehensive item master supporting unlimited categories, types, brands, and packing sizes across all business domains.

Requirements

Item Information:
- Item Code (Auto-generated / Manual)
- Item Name, Short Name, Display Name
- Item Description (Rich Text with HTML support)
- SKU (Stock Keeping Unit)
- HSN/SAC Code (for GST classification)
- Item Images (Multiple — up to 10 per item)
- Item Weight, Dimensions (L × W × H)
- Manufacturer / Made By
- Country of Origin
Classification Hierarchy:
```
Department → Category → Sub-Category → Type → Sub-Type
```
- Category: Electronics, Grocery, Medicine, Apparel, Food, etc.
- Sub-Category: Mobile Phones, Laptops (under Electronics)
- Type: Smartphone, Feature Phone (under Mobile Phones)
- Brand: Samsung, Apple, OnePlus, etc.
- Packing Size: 100ml, 250g, 1kg, Pack of 6, etc.
Pricing:
- MRP (Maximum Retail Price)
- Selling Price / Our Price
- Purchase Price / Cost Price
- Wholesale Price
- Dealer Price
- Price effective date (from/to)
- Multi-currency support
Tax Configuration:
- GST Rate (0%, 5%, 12%, 18%, 28%)
- GST Type (Inclusive / Exclusive)
- Cess applicable (Yes/No with percentage)
- VAT Rate (if applicable)
- Tax exemption flag
Units of Measurement:
- Primary UOM (Piece, Kg, Ltr, Mtr, etc.)
- Secondary UOM with conversion factor
- Smallest sellable unit

Domain-Specific Fields (Configurable)

Business Type	Additional Fields
Food / Restaurant	Veg/Non-Veg flag, Allergen info, Nutritional values, Preparation time, Spice level
Medicine / Pharma	Generic Name, Composition, Drug Schedule (H/H1/X), Prescription required flag, Drug interactions
Clothes / Apparel	Size (S/M/L/XL/XXL), Color, Fabric, Pattern, Gender, Season
Electronics	Warranty period, Model number, Specifications, Energy rating
Grocery	Shelf life, Storage instructions, Organic/Non-organic flag
Hardware	Material, Grade, Tolerance, Technical specs

Enhancements

Shop-Level Configuration

Strict Master Mode: Only allow selling products already present in the master database. If a product is missing, it must be legally added to the Product Master first.
Partial Master Mode (Ad-hoc Products): If a product is not in the master, staff can manually type the product name, set a dynamic quantity, assign a price, and process the sale immediately without cluttering the master DB.
No-Master Mode: The shop maintains zero product master data; all sales are simply entered as ad-hoc generic entries (e.g., "Grocery Item - ₹50") at the billing screen.

2.4 Master Data Management (CRUD Operations)

ID: FR-004
Priority: High
Module: Master Configuration

Description

Full add/update/delete/search capability for all master data entities.

Requirements

Category Master: Add, Edit, Delete, Activate/Deactivate, Reorder
Sub-Category Master: Linked to parent category
Type Master: Linked to sub-category
Brand Master: With logo upload and brand description
Packing Size Master: Unit, Size, Description
UOM Master: Unit of Measurement with conversion factors
Tax Master: Tax types, rates, and applicability rules
Location Master: Warehouse, Store, Branch locations
Payment Mode Master: Cash, Card, UPI, Net Banking, Wallet, etc.
Charge Master: Delivery, Packing, Platform, Service charges

Common Features for All Masters

Search with auto-suggest
Pagination and sorting
Active/Inactive toggle
Audit trail (created by, modified by, timestamps)
Soft delete (mark as deleted, not hard delete)
Bulk operations (activate, deactivate, delete)
Import/Export functionality

Enhancements

Hierarchical master management with drag-and-drop reordering
Master data versioning and rollback
Approval workflow for master data changes
Data validation rules per master
Auto-sync masters across branches
Master data templates for quick business setup
Configurable mandatory/optional fields per business type

2.5 Inventory & Stock Management

ID: FR-005
Priority: High
Module: Inventory

Description

Multi-location inventory management with granular tracking down to shelf and rack level.

Requirements

Location Hierarchy:
```
Warehouse / Store → Zone / Section → Aisle → Shelf → Rack → Bin
```
- Multiple warehouses/stores
- Zone mapping (Cold Storage, Dry Storage, Hazardous, etc.)
- Shelf and Rack numbering with capacity tracking
Stock Operations:
- Stock In (Purchase, Return, Transfer In, Opening Stock)
- Stock Out (Sale, Damage, Transfer Out, Write-off)
- Stock Transfer (Inter-branch, Inter-warehouse)
- Stock Adjustment (Audit adjustments)
- Stock Take / Physical Inventory Count
Stock Tracking:
- Real-time stock quantity per location
- Batch-wise stock tracking
- Serial number tracking (for electronics, high-value items)
- Expiry date tracking with FIFO/FEFO enforcement
- Lot number tracking
Stock Valuation:
- FIFO (First In, First Out)
- LIFO (Last In, First Out)
- Weighted Average
- Specific Identification

Enhancements

Shop-Level Configuration

Strict Inventory Enforcement: Checkout cannot proceed if the requested quantity exceeds the physical stock recorded in the system.
Bypass Inventory Check: Allows shops that do not rigorously track physical inventory counts to process orders and sell items even when stock levels are negative or undefined.

2.6 Barcode & QR Code Management

ID: FR-006
Priority: High
Module: Code Generation

Description

Generate, print, and scan barcodes and QR codes for all products and items.

Requirements

Barcode Support:
- Code 128, Code 39, EAN-13, EAN-8, UPC-A, UPC-E
- Auto-generate based on item code/SKU
- Manual barcode entry for pre-labeled items
- Barcode label designer with customizable templates
- Batch barcode printing (Thermal printer support)
- Price label with barcode
QR Code Support:
- QR Code generation for each product
- QR Code containing: Item details, Price, Batch, Expiry, URL
- Dynamic QR Codes (content can be updated)
- QR Code for invoices/receipts (linking to digital copy)
Label Printing:
- Multiple label sizes (1×1, 2×1, 3×1, A4 sheet)
- Label templates with company logo, item name, price, barcode/QR
- Shelf labels for retail display
- Thermal printer integration (Zebra, TSC, Brother)

Enhancements

Bulk barcode/QR generation and export (PDF, PNG, SVG)
GS1 standard barcode support
2D barcode support (DataMatrix, PDF417)
NFC tag writing support
Barcode lookup API integration for product verification
Mobile camera-based barcode/QR scanning
Barcode collision detection and uniqueness validation

2.7 Item Search & Discovery

ID: FR-007
Priority: High
Module: Search

Description

Multiple search methods for fast and accurate item lookup.

Requirements

Barcode Scan: Hardware scanner + Mobile camera scan
QR Code Scan: Hardware scanner + Mobile camera scan
Quick Search:
- Search by item name, code, SKU
- Auto-suggest / typeahead with debounce
- Fuzzy search (handles typos)
- Voice search support
Master-Based Search:
- Browse by Category → Sub-Category → Type
- Filter by Brand
- Filter by Packing Size
- Filter by Price Range
- Filter by Availability (In Stock / Out of Stock)
- Filter by Location / Warehouse
Advanced Search:
- Multi-field search (combine any attributes)
- Search by HSN/SAC code
- Search by batch number
- Search by expiry date range
- Search by supplier

Enhancements

AI-powered search with natural language understanding
Image-based search (upload image to find product)
Recent search history
Saved searches / Favorite searches
Search analytics (most searched items, zero-result searches)
Personalized search results based on user behavior
Scan-and-go mode for rapid billing
Multi-language search support

2.8 Cart & Wishlist Management

ID: FR-008
Priority: High
Module: Cart

Description

Intuitive cart and wishlist experience with easy quantity management.

Requirements

Add to Cart:
- One-click add from search results / product page
- Add via barcode/QR scan
- Add via voice command
- Bulk add (select multiple items)
- Add from previous orders (reorder)
Cart Operations:
- Increase / Decrease quantity with +/- buttons
- Manual quantity input
- Unit toggle (e.g., switch between Kg and g)
- Remove item from cart
- Clear entire cart
- Save cart as draft order
- Cart auto-save (prevent loss on refresh/close)
Wishlist:
- Add to wishlist from any screen
- Multiple wishlists (e.g., "Weekly Groceries", "Monthly Supplies")
- Move from wishlist to cart
- Share wishlist with others
- Wishlist availability alerts (notify when back in stock)
Cart Summary:
- Itemized list with subtotals
- Running total with tax breakdown
- Applied discounts visible
- Estimated delivery time/cost
- Stock availability indicator (in real-time)

Enhancements

Smart cart suggestions ("Customers also bought...")
Cart comparison (compare similar items)
Scheduled cart / Auto-reorder
Cart sharing via link
Abandoned cart recovery with notification
Cart quantity limits (min/max per item)
Split cart (partial checkout)
Cart notes per item (special instructions)

2.9 Discount Management

ID: FR-009
Priority: High
Module: Discounts

Description

Flexible discount system at item level and order level.

Requirements

Item-Level Discounts:
- Flat amount discount (e.g., ₹50 off)
- Percentage discount (e.g., 10% off)
- Special price override
- Discount valid from/to dates
- Discount applicable for specific customer groups
- Maximum discount cap
- Minimum quantity for discount
Order-Level Discounts:
- Flat discount on total order
- Percentage discount on total order
- Minimum order value for discount eligibility
- Tiered discounts (e.g., 5% on ₹500+, 10% on ₹1000+, 15% on ₹2000+)
- First-order discount
- Employee discount
Discount Rules Engine:
- Priority/precedence rules (which discount applies first)
- Stackable vs. non-stackable discounts
- Maximum discount limit per order
- Approval required for discounts above threshold
- Discount reason mandatory field

Enhancements

AI-driven dynamic pricing and discount suggestions
Discount impact analytics
Competitor price matching
Time-based flash discounts (Happy Hour)
Loyalty points redemption as discount
Bulk/Wholesale pricing tiers
Negotiated pricing for B2B clients
Discount templates for quick application
Discount audit trail

Shop-Level Configuration (Billing Limits)

Strict Pricing Restrict: Cashiers cannot change preset item prices or apply spot discounts at the billing screen; pricing strictly driven via master data rules and promos.
Flexible Pricing Allowed: Cashiers are allowed to modify the final product price and apply ad-hoc item or order-level discounts during checkout (up to a configurable limit/percentage).

2.10 Offers & Promotions

ID: FR-010
Priority: High
Module: Promotions

Description

Comprehensive promotional offers engine supporting multiple offer types.

Requirements

Coupon Codes:
- Single-use and multi-use coupons
- Auto-generated coupon codes
- Custom coupon codes
- Coupon validity period (from/to dates)
- Usage limit (per user, total uses)
- Minimum order value
- Applicable categories/items
- First-time user coupons
- Referral coupons
Festival / Seasonal Offers:
- Pre-configured festival calendar (Diwali, Christmas, Eid, etc.)
- Custom season/event creation
- Banner/Creative management for offers
- Auto-start and auto-end based on schedule
- Storewide and category-specific seasonal offers
Buy X Get Y Offers:
- Buy 1 Get 1 Free (BOGO)
- Buy 2 Get 1 Free
- Buy X of Item A, Get Item B Free
- Buy from Category A, Get discount on Category B
- Minimum purchase quantity triggers
Cashback Offers:
- Flat cashback amount
- Percentage cashback (with cap)
- Cashback to wallet/credits
- Cashback validity period
- Cashback on specific payment methods
Credit Score / Loyalty Rewards:
- Points earned per purchase (configurable ratio)
- Points redemption rules
- Tier-based earning multipliers
- Points expiry management
- Points statement and history
Other Free Item Offers:
- Free sample with purchase
- Gift with purchase above threshold
- Combo offers (bundle pricing)
- Clearance/Liquidation offers

Enhancements

Offer stacking rules and priority management
A/B testing for offers (measure effectiveness)
Geo-targeted offers (location-based)
Personalized offers based on purchase history
Offer budget management (stop when budget exhausted)
Affiliate/Influencer specific offers
Gamified offers (Spin the Wheel, Scratch Card)
Social media exclusive offers
Offer analytics dashboard (redemption rate, ROI)

2.11 Passwordless Sign-Up & Login

ID: FR-011
Priority: High
Module: Authentication & Security

Description

Highly secure, passwordless authentication utilizing One-Time Passwords (OTP) and configurable Two-Factor Authentication (2FA) coupled with robust JWT session management.

Requirements

Sign-Up & Login (No Passwords Allowed):
- Mobile number + SMS OTP verification.
- Email Address + Email Code / Magic Link verification.
- Social login (Google, Facebook, Apple).
Configurable 2FA (Two-Factor Authentication):
- Toggled ON/OFF per role (e.g. required for Admins/Owners, optional for Customers).
- Can use Authenticator Apps (TOTP) or backup email/SMS codes.
Session Management & JWT:
- Short-lived Access Tokens (JWT) kept in memory.
- Long-lived, rotation-enforced Refresh Tokens stored securely.
- End-to-end management of active sessions (forced logout on device level).
Security Details:
- Device/IP tracking for suspicious login alerts.
- Account lockout/cooldown on bad OTP attempts.
- No plaintext or hashed static passwords stored anywhere.
- Bot protection via CAPTCHA.

Enhancements

Biometric login fallback (FaceID/TouchID on mobile).
Single Sign-On (SSO) for enterprise franchises.
GDPR-compliant data consent records.

2.12 Service Provider Account Management

ID: FR-012
Priority: High
Module: Service Provider Portal

Description

Secure registration, approval workflow, and portal for service providers (delivery partners, vendors, third-party sellers).

Requirements

Registration:
- Business name and details
- Owner/Authorized person details
- Business registration documents upload
- Tax registration (GSTIN, PAN)
- Bank account details for settlements
- Service area/Coverage area definition
- Service categories selection
Approval Workflow:
- Multi-step verification process
- Document verification (manual/automated)
- Background check integration
- Approval/Rejection with reason
- Conditional approval (probation period)
- Re-application after rejection (with cooldown period)
Login & Access:
- Secure login with 2FA mandatory
- Role-Based Access Control (RBAC)
- IP restriction option
- API key management for integrations
- Activity logging
Service Provider Dashboard:
- Order management
- Earnings and settlements
- Performance metrics
- Customer feedback/ratings
- Inventory management (for marketplace model)

Enhancements

Tiered service provider levels (Standard, Premium, Enterprise)
Automated onboarding with e-KYC
Service Level Agreement (SLA) management
Commission structure configuration
Automated payout scheduling
Dispute resolution system
Training material and certification management
API sandbox for integration testing

2.13 Expiry, ROL & Delivery Restrictions

ID: FR-013
Priority: High
Module: Business Rules

Description

Handle expiry dates, reorder levels, and delivery time restrictions.

Requirements

Expiry Date Management:
- Expiry date tracking per batch
- Near-expiry alerts (configurable days before expiry: 30, 60, 90 days)
- Auto-removal from sale when expired
- FEFO (First Expiry, First Out) enforcement
- Expiry-based discount automation (e.g., 50% off within 30 days of expiry)
- Expired stock write-off workflow
- Expiry report and analytics
Reorder Level (ROL):
- Minimum stock level per item per location
- Maximum stock level
- Reorder quantity
- Safety stock calculation
- Auto-generate purchase orders when stock hits ROL
- Lead time configuration per supplier
- Economic Order Quantity (EOQ) calculation
- ROL alerts via email/SMS/push notification
Delivery Time Restrictions:
- Delivery slot management (time windows)
- Cut-off time for same-day delivery
- Delivery blackout dates (holidays, maintenance)
- Location-based delivery time estimation
- Perishable item delivery priority
- Temperature-sensitive delivery flagging
- Maximum delivery radius configuration
- Express delivery option with surcharge

Enhancements

AI-based demand forecasting for reorder optimization
Seasonal stock adjustment recommendations
Supplier performance tracking (delivery reliability)
Batch recall management
Cold chain monitoring integration (IoT sensors)
Delivery route optimization
Real-time delivery tracking
Delivery partner assignment rules

2.14 Payment Gateway Integration

ID: FR-014
Priority: High
Module: Payments

Description

Comprehensive payment processing for collections and refunds.

Requirements

Payment Gateway Support:
- Razorpay, Stripe, PayU, CCAvenue, PayPal
- UPI (Google Pay, PhonePe, Paytm, BHIM)
- Credit Card / Debit Card (Visa, MasterCard, Amex, RuPay)
- Net Banking
- Wallets (Paytm, Amazon Pay, PhonePe)
- Cash on Delivery (COD)
- EMI options (No-cost EMI, Low-cost EMI)
- Buy Now Pay Later (BNPL)
- Bank Transfer / NEFT / RTGS (for B2B)
Payment Processing:
- Real-time payment status tracking
- Auto-retry on failure
- Partial payment support
- Split payment (multiple methods)
- Payment timeout handling
- Duplicate payment detection
- Payment reconciliation
Refund Processing:
- Full refund to original payment method
- Partial refund
- Refund to wallet/store credit
- Refund timeline tracking
- Automated refund on cancellation
- Manual refund approval workflow

Enhancements

Multi-currency payment support
Subscription/Recurring payment
Invoice-based payment links
QR code-based payment
Offline payment mode (sync when online)
Payment fraud detection
PCI DSS compliance
Payment analytics and reporting
Auto-settlement to service providers

Shop-Level Configuration

Strict Payment Gateway Mode: All monetary collections must explicitly go through a digital payment gateway integration via the system. Cashiers cannot bypass to collect physical cash.
Hybrid Payment / Manual Mode: Shops can accept and manually log direct payments (cash, external card swallows, direct bank transfers) alongside digital PG flows.

2.15 Item Exchange & Returns

ID: FR-015
Priority: High
Module: Returns & Exchange

Description

Seamless item exchange and return process with multiple policy configurations.

Requirements

Return Policy Configuration:
- Return window (e.g., 7 days, 15 days, 30 days)
- Category-wise return policies
- Item-wise return policies (override category)
- Non-returnable item marking
- Return reasons (mandatory selection)
- Photo/Video evidence upload for damaged items
- Restocking fee configuration
Return Process:
- Initiate return from order history
- Return approval workflow (auto/manual)
- Pickup scheduling for returns
- Drop-off at store option
- Return quality check
- Refund or store credit option
- Return shipping label generation
Exchange Process:
- Exchange for same item (different size/color)
- Exchange for different item (with price adjustment)
- Exchange window configuration
- Exchange availability check
- Price difference handling (pay more / refund difference)

Enhancements

AI-based return fraud detection
Return analytics (most returned items, reasons)
Automated restocking of returned items
Warranty-based returns
Exchange recommendations
Return impact on loyalty points
Vendor-specific return rules (marketplace)
Return label printing

2.16 Reviews & Ratings

ID: FR-016
Priority: Medium
Module: Reviews

Description

Customer review and rating system for products and services.

Requirements

Rating System:
- 1-5 star rating for products
- Overall rating calculation (weighted average)
- Rating breakdown display (5★: 60%, 4★: 25%, etc.)
- Separate ratings for: Quality, Value, Delivery, Packaging
Review System:
- Text review with character limit
- Photo/Video review upload
- Verified purchase badge
- Review title
- Pros and Cons fields
- Recommend to friend (Yes/No)
Moderation:
- Auto-moderation (profanity filter, spam detection)
- Manual review approval option
- Report abuse option
- Review response by seller/company
- Edit/Delete own review

Enhancements

AI-powered review sentiment analysis
Review highlights (auto-extracted key points)
Q&A section on product page
Review incentives (points for reviewing)
Review reminders after delivery
Reviewer leaderboard
Filter reviews by rating, date, relevance
Review translation for multi-language support

2.17 Order Management

ID: FR-017
Priority: High
Module: Orders

Description

Complete order lifecycle management with visibility for customers.

Requirements

Order Status Tracking:
- Order Placed → Confirmed → Processing → Packed → Shipped → Out for Delivery → Delivered
- Additional statuses: On Hold, Cancelled, Returned, Exchanged, Refunded
- Real-time status updates
Order Views:
- Current Orders: Active orders with live status
- Previous Orders: Completed order history with filters
- Cancelled Orders: Cancelled orders with reasons
- Order search by Order ID, Date, Item name
- Order sorting (newest first, amount, status)
Order Operations:
- Cancel order (before dispatch with policy rules)
- Modify order (add/remove items before processing)
- Track delivery in real-time (map view)
- Download invoice for any order
- Reorder (one-click add all items to cart)
Offline POS Flow (Quick-Billing Screen):
- Add product via search or Barcode scanner.
- POS displays total price instantly.
- Ask customer for payment method, process payment externally or via integrated gateway.
- Mark order as "Paid".
- Auto-generate localized tax receipt, send pulse to thermal printer instantly.
- Hand over items and printed receipt to customer.
Customer Self-Service:
- Dedicated self-checkout UI allowing walk-in customers to browse from the available list of products, form a cart, process digital payments unassisted, and generate their own order token.

Enhancements

Order timeline/Activity log
Order notes and special instructions
Gift order with custom message
Scheduled/Future dated orders
Recurring orders (subscription)
Multi-shipment orders
Order splitting by warehouse/location
Estimated delivery time with live updates

2.18 Bill Receipt & Invoice Generation

ID: FR-018
Priority: High
Module: Billing & Invoicing

Description

Professional bill receipts and invoices with print and download capabilities.

Requirements

Invoice Generation:
- Auto-generated invoice number (sequential, prefix-based)
- Invoice date and due date
- Financial year-wise numbering reset
- Proforma invoice
- Tax invoice (GST compliant)
- Credit note / Debit note
- Delivery challan
- Quotation / Estimate
Invoice Content:
- Company details with logo and stamp
- Customer details with GSTIN
- Itemized list with HSN/SAC, quantity, rate, amount
- Tax breakdown (CGST, SGST, IGST, Cess)
- Discount details
- Total in words
- Terms and conditions
- Bank details for payment
- QR code for quick payment
- Digital signature
Output Options:
- Print: Direct thermal printer (POS receipt), A4/A5 printer
- PDF Download: High-quality PDF generation
- Email: Send invoice as email attachment
- WhatsApp: Share invoice via WhatsApp
- SMS: Send invoice link via SMS
Templates:
- Multiple invoice templates (Modern, Classic, Minimal, Detailed)
- Customizable templates (drag-and-drop designer)
- Multi-language invoice support
- Thermal receipt template (80mm, 58mm)
- A4/A5 invoice template

Enhancements

2.19 Delivery Address Management

ID: FR-019
Priority: High
Module: Address Book

Description

User-friendly address management with multiple delivery addresses.

Requirements

Address Operations:
- Add: New delivery address with all fields
- Update: Edit existing address
- Delete: Remove saved address (with confirmation)
- Set Default: Mark one address as default
Address Fields:
- Address Label (Home, Office, Other — custom)
- Full Name, Phone Number
- Address Line 1, Address Line 2
- Landmark
- City, State, PIN Code, Country
- Geo-coordinates (auto-detect or manual pin)
- Delivery instructions (e.g., "Ring doorbell", "Leave at door")
Address Features:
- PIN code auto-lookup (city, state)
- Google Maps integration for address selection
- Current location detection
- Address validation
- Maximum addresses limit (configurable, default: 10)

Enhancements

Address auto-complete with Google Places API
Address sharing from contacts
Temporary/One-time address option
Address-based delivery availability check
Address-based service area validation
Bulk address import (for B2B customers)
Address formatting per country

2.20 Payment Options & Card Management

ID: FR-020
Priority: High
Module: Payment Methods

Description

Multiple payment methods with secure card storage.

Requirements

Payment Methods:
- Credit Card / Debit Card
- UPI
- Net Banking
- Digital Wallets
- Cash on Delivery
- Store Credit / Wallet
- EMI
- Gift Card / Voucher
- Loyalty Points Redemption
- Pay Later / Credit Line
Secure Card Storage:
- Save card details for future use (tokenized)
- PCI DSS Level 1 compliance
- Card tokenization (RBI guidelines compliant)
- AFA (Additional Factor Authentication) for saved cards
- Multiple cards storage
- Set default card
- Delete saved card
- Card expiry alerts
- Card type auto-detection (Visa/MC/Amex/RuPay)
Security Features:
- 3D Secure authentication
- CVV not stored (per PCI DSS)
- Encrypted data transmission (TLS 1.3)
- Fraud detection and prevention
- Transaction OTP verification

Enhancements

Auto-select best payment method (based on offers/cashback)
Payment method-specific offers
Installment payment plans
Corporate payment accounts
Payment method analytics
Auto-debit authorization for subscriptions
Multi-currency card support

2.21 GST / VAT Calculation

ID: FR-021
Priority: High
Module: Tax Engine

Description

Comprehensive tax calculation engine supporting GST and VAT.

Requirements

GST Calculation:
- CGST + SGST: For intra-state transactions
- IGST: For inter-state transactions
- UTGST: For Union Territory transactions
- Auto-determination based on seller & buyer state
- Cess calculation where applicable
- Reverse Charge Mechanism (RCM)
- Composition scheme support
Tax Rates:
- Configurable tax rates (0%, 5%, 12%, 18%, 28%)
- HSN/SAC-based tax rate mapping
- Tax exemption handling
- Nil-rated and zero-rated items
- Tax inclusive/exclusive pricing toggle
VAT Calculation (for applicable regions):
- Standard VAT rate
- Reduced VAT rate
- Zero-rated items
- VAT-exempt items
- Input VAT credit
Tax Reports:
- GSTR-1 (Outward supplies)
- GSTR-2A/2B reconciliation
- GSTR-3B summary
- Tax payment challan generation
- TDS/TCS compliance
- HSN summary report

Enhancements

Auto-update tax rates from government portal
Multi-country tax support (US Sales Tax, UK VAT, etc.)
Tax audit trail
E-filing integration
Tax optimization suggestions
Tax calendar with due date reminders
Import/Export duty calculation
Place of Supply determination engine
ITC (Input Tax Credit) tracking

2.22 Charges Management

ID: FR-022
Priority: High
Module: Charges Engine

Description

Configurable charge calculation at service provider, company, and item levels.

Requirements

Delivery Charges:
- Distance-based calculation
- Weight-based calculation
- Order value-based (free delivery above threshold)
- Zone-based delivery charges
- Express delivery surcharge
- Same-day delivery surcharge
- Scheduled delivery charges
Packing Charges:
- Flat packing charge per order
- Per-item packing charge
- Premium packaging option
- Gift wrapping charges
- Eco-friendly packaging option
Platform Charges:
- Service provider commission (percentage or flat)
- Platform fee per transaction
- Listing fee for marketplace sellers
- Featured listing charges
- Payment gateway fee pass-through
Charge Levels:

Level Description

Service Provider Charges set by delivery partner / vendor

Company Company-wide charges and policies

Item Item-specific charges (heavy items, fragile items, hazardous)
Charge Rules:
- Override hierarchy (Item > Company > Service Provider)
- Time-based charges (peak hours surcharge)
- Promotional charge waivers
- Charge caps and minimum charges

Enhancements

Dynamic pricing based on demand
Charge simulation/preview before order
Charge comparison across service providers
Charge negotiation for B2B
Automated charge adjustment for promotions
Charge audit and reconciliation
Charge templates for common scenarios

2.23 User & Service Provider Block Management

ID: FR-023
Priority: Medium
Module: Moderation

Description

Administrative controls to block/unblock users and service providers.

Requirements

Block User:
- Block customer account (full or partial)
- Block reason (mandatory)
- Block duration (temporary or permanent)
- Blocked user restrictions (cannot place orders, cannot login)
- Notification to blocked user
- Appeal/Unblock request workflow
Block Service Provider:
- Suspend service provider operations
- Freeze payouts during investigation
- Block reason and evidence documentation
- Impact assessment (pending orders handling)
- Reinstatement process with conditions
Block Triggers:
- Manual block by admin
- Auto-block on policy violation (configurable rules)
- Auto-block on fraud detection
- Auto-block on excessive returns/chargebacks
- Auto-block on rating below threshold

Enhancements

Graduated penalty system (Warning → Temp Block → Permanent)
Block history and audit trail
Automated suspicious activity detection
Whitelist/VIP customer protection
Regional block management
IP-based blocking
Device-based blocking
Legal hold documentation

2.24 Service ON / OFF / Pause / Resume

ID: FR-024
Priority: Medium
Module: Service Control

Description

Granular control over service availability at multiple levels.

Requirements

Service States:
- ON: Fully operational, accepting orders
- OFF: Completely shut down, no orders accepted
- PAUSE: Temporarily paused, existing orders continue, no new orders
- RESUME: Resume from paused state
Control Levels:
- Store Level: Entire store ON/OFF/Pause
- Category Level: Specific categories available/unavailable
- Item Level: Individual item availability toggle
- Service Provider Level: Delivery partner availability
- Time-Based: Auto ON/OFF based on operating hours
Scheduled Controls:
- Schedule maintenance windows
- Holiday closures
- Auto-resume after scheduled pause
- Recurring schedules (every Sunday OFF)
Customer Communication:
- "Currently Unavailable" messaging
- Expected resume time display
- Alternative suggestions during downtime
- Pre-order option during OFF state

Enhancements

Capacity-based auto-pause (order limit reached)
Weather-based service adjustments
Staff availability-based controls
Gradual resume (soft launch after pause)
Service status API for third-party integrations
Multi-channel sync (online, app, POS)
Emergency shutdown button
Service health monitoring dashboard

2.25 Email & SMS Notifications

ID: FR-025
Priority: High
Module: Notifications

Description

Transactional and promotional notifications via email and SMS.

Requirements

Email Notifications:
- Welcome email on registration
- Order confirmation
- Order status updates (shipped, delivered)
- Invoice email
- Payment confirmation / failure
- Password reset
- Promotional emails
- Abandoned cart reminder
- Review request
- Account alerts (login from new device)
SMS Notifications:
- OTP for login/verification
- Order confirmation
- Delivery updates
- Payment alerts
- Promotional SMS (with opt-in/opt-out)
- Critical alerts (order cancellation, refund)
Configuration:
- Template management (dynamic placeholders)
- Multi-language templates
- Send timing preferences (DND hours respect)
- Opt-in / Opt-out management
- Delivery tracking and analytics (open rate, click rate)
Service Providers:
- Email: SendGrid, AWS SES, Mailgun, SMTP
- SMS: Twilio, MSG91, AWS SNS, Textlocal

Enhancements

WhatsApp Business API integration
Rich HTML email templates with drag-and-drop builder
A/B testing for email/SMS campaigns
Triggered email workflows (drip campaigns)
Email/SMS scheduling
Personalization engine
Unsubscribe management
Bounce and complaint handling

2.26 Push Notifications

ID: FR-026
Priority: High
Module: Push Notifications

Description

Real-time push notifications for mobile and web applications.

Requirements

Notification Types:
- Transactional (order updates, payment alerts)
- Promotional (offers, new arrivals)
- Informational (policy changes, feature updates)
- Personalized (based on behavior/preferences)
- Location-based (geo-fenced notifications)
Channels:
- Mobile Push (iOS APNs, Android FCM)
- Web Push (Service Workers)
- In-App notifications
- Browser notifications
Features:
- Rich notifications (images, action buttons)
- Silent/Background notifications
- Notification grouping/stacking
- Deep linking to specific screens
- Notification center (in-app inbox)
- Read/Unread status
- Notification preferences per category
Targeting:
- All users broadcast
- Segmented push (by location, behavior, demographics)
- Individual user push
- Topic-based subscription

Enhancements

AI-optimized send time
Notification frequency capping
Interactive notifications (quick reply, rating)
Notification analytics (delivery, open, click rates)
Multi-language notifications
Priority levels (normal, high, urgent)
Notification A/B testing
Scheduled notifications

2.27 Dashboards & Reports

ID: FR-027
Priority: High
Module: Analytics

Description

Role-specific dashboards and comprehensive reports with advanced filtering.

Requirements

Customer Dashboard:
- Order summary (total orders, total spent)
- Active orders tracker
- Loyalty points balance
- Saved items and wishlists
- Recent activity
- Personalized recommendations
Company / Admin Dashboard:
- Real-time sales dashboard (today, week, month)
- Revenue analytics with trends
- Top selling products
- Inventory status overview
- Customer acquisition and retention metrics
- Order funnel analysis
- Payment collection summary
- Tax liability summary
- Employee performance metrics
Service Provider Dashboard:
- Earnings overview
- Order statistics
- Performance score
- Customer ratings summary
- Payout history
- Pending deliveries
Reports:
- Sales Report (daily, weekly, monthly, yearly, custom)
- Purchase Report
- Inventory Report (stock status, movement, aging)
- Tax Report (GST, VAT)
- Profit & Loss Report
- Customer Report (new, returning, churn)
- Payment Report (collections, outstanding, refunds)
- Product Performance Report
- Delivery Performance Report
- Returns & Exchange Report
- Discount & Offer Performance Report
- User Activity Report
Filters:
- Date range (from/to, presets: Today, This Week, This Month, This Year)
- Branch / Location
- Category / Brand
- Customer / Customer Group
- Payment Method
- Order Status
- Service Provider
Export Options:
- PDF, Excel, CSV
- Email scheduled reports
- API access for custom reporting

Enhancements

2.28 Customer Support & AI Assistance

ID: FR-028
Priority: High
Module: Support

Description

Multi-channel customer support with AI-powered assistance.

Requirements

Customer Support:
- Ticketing system (create, track, resolve)
- Ticket categories and priority levels
- SLA management (response time, resolution time)
- Ticket assignment and escalation rules
- Knowledge base / FAQ section
- Support history per customer
Online Support:
- Live chat support (real-time messaging)
- Video call support
- Screen sharing for troubleshooting
- Chat transcript and history
- Chat rating after session
- Multi-language support
AI Assistance:
- AI-powered chatbot for common queries
- Natural Language Processing (NLP) for intent detection
- Automated FAQ responses
- Product recommendations
- Order status inquiries
- Return/Exchange initiation via chatbot
- Handoff to human agent for complex queries
- Sentiment analysis for priority routing
Self-Service:
- Help center with searchable articles
- Video tutorials
- Interactive troubleshooting guides
- Community forum

Enhancements

2.29 Welcome Offer & Referral Program

ID: FR-029
Priority: Medium
Module: Growth & Engagement

Description

Customer acquisition and retention through welcome offers and referral programs.

Requirements

Welcome Offer:
- New user signup bonus (credits, discount coupon)
- First order discount (percentage or flat)
- Free delivery on first order
- Free item/sample with first order
- Welcome offer validity period
- Welcome offer configuration per business type
- One-time redemption enforcement
Invite & Earn (Referral Program):
- Unique referral code per user
- Referral link generation (shareable)
- Referrer reward (on successful referral)
- Referee reward (new user incentive)
- Multi-level referral (optional — MLM style)
- Referral tracking and status
- Minimum order requirement for reward activation
- Reward types: Cash, Credits, Discount, Points, Free Items
- Referral leaderboard
Sharing Options:
- WhatsApp share
- SMS share
- Email invite
- Social media share (Facebook, Twitter, Instagram)
- Copy link
- QR code for referral

Enhancements

Gamified referral milestones (refer 5 friends = bonus)
Seasonal referral campaigns
Referral analytics (top referrers, conversion rate)
Corporate referral programs
Influencer referral tracking
Referral fraud detection
Tiered referral rewards
Referral wallet with withdrawal option

2.30 Re-Order

ID: FR-030
Priority: High
Module: Reorder

Description

Quick and convenient reorder functionality from previous orders.

Requirements

Reorder Options:
- One-click reorder (entire previous order)
- Selective reorder (pick items from past order)
- Reorder from order history
- Reorder from "My Frequent Items"
- Reorder with modifications (change quantity, add/remove items)
Reorder Features:
- Price change notification (if price changed since last order)
- Availability check before reorder
- Substitute suggestion for unavailable items
- Apply current offers/discounts automatically
- Reorder to same or different address
- Reorder scheduling (weekly, monthly, custom)
Subscription / Auto-Reorder:
- Subscribe & Save (recurring orders)
- Configurable frequency (daily, weekly, bi-weekly, monthly)
- Auto-payment with saved method
- Skip/Pause subscription option
- Subscription management dashboard
- Subscription discount

Enhancements

AI-based reorder reminders (predict when item runs out)
Smart basket (auto-generate based on purchase patterns)
Reorder analytics (most reordered items)
Bulk reorder for B2B customers
Reorder templates (save custom baskets)
Family/Group reorder sharing
Reorder from multiple past orders (merge)
Quick reorder widget on homepage

2.31 Restaurant Management System

ID: FR-031
Priority: High
Module: Restaurant Operations

Description

Specialized module configured for Food & Beverage businesses handling in-house dining operations and online orders.

Requirements

Order Routing (3-Ways of Ordering):
- Dine In: Associated with specific Tables, serviced by Waiters.
- Take Away: Quick-billing queue, generic customer name matching.
- Online Order: Funneled into prep-queue, associated with delivery providers.
Dine-In Workflows:
- Table Master (setup layouts, zones/floors, capacities).
- Waiter Master (link generic users/logins to waiter assignments).
- Customer-Lead Ordering via QR code scanned at table (adds directly to Open Table tab).
- Waiter-Lead Ordering (waiter utilizes tablet application to place/modify tab on behalf of customers).
Kitchen Operations:
- Kitchen Display System (KDS) for kitchen staff.
- Auto-routing of Food items to Kitchen KDS, Beverage items to Bar KDS.
- Prep-time tracking, mark as "Ready", auto-alerting back to Waiter/Customer frontend.

2.32 Multi-Tenant Marketplace & Logistics

ID: FR-032
Priority: High
Module: Marketplace & Delivery

Description

Facilitates advanced online e-commerce operations involving multi-store discoveries and third-party delivery handling.

Requirements

Marketplace Cart & Discovery:
- Store-level configuration toggles: Search only within One Shop vs. Discover products across Selected Affiliates vs. Search All Platform Shops.
- Split Cart Setup: If a customer adds items from different shops to a single cart, checkout generates categorized, segregated child-orders to correctly route provider payouts and distinct deliveries.
Delivery Configuration:
- Define authorized Delivery Companies/Agencies.
- Define individual Delivery Person masters assigned to orders.
- Customizable platform listing charges, third-party delivery dispatch rates, and transit tax.
Data Privacy (Masking):
- Customer identity protection. Direct phone numbers or home addresses are restricted or masked.
- The delivery person can only communicate/call the customer via proxy tunnels strictly enclosed inside the Delivery App.

2.33 Procurement & Supplier Management

ID: FR-033
Priority: High
Module: Procurement

Description

Complete procurement lifecycle management including supplier/manufacturer master, purchase orders, goods receipt, and supplier relationship tracking. A supplier or manufacturer may also be a customer — the system handles dual-role party relationships with net settlement.

Requirements

Supplier / Manufacturer Master:
- Party Name (Individual / Organization)
- Party Type: Supplier, Manufacturer, or Both
- Dual-Role Flag — mark if the party is also a Customer (FR-002)
- Contact Person, Phone, Email
- GSTIN, PAN, TAN
- Bank Account details for payments
- Credit Limit and Payment Terms (Net 15, Net 30, Net 60, Custom)
- Multiple addresses (Billing, Shipping, Factory/Warehouse)
- Category / Product line tagging (what items they supply)
- Lead time (average days for delivery)
- Rating / Performance score (auto-calculated from history)
- Active / Inactive toggle with soft delete
- KYC document upload (License, Registration, Certificates)
Purchase Order (PO):
- Create PO from Reorder Level (ROL) auto-trigger or manual
- PO number (auto-generated, sequential with prefix)
- Select supplier from master
- Add items with quantity, rate, discount, tax (GST)
- PO total with tax breakdown
- Expected delivery date
- PO approval workflow (configurable: auto-approve below threshold, manual above)
- PO status: Draft → Sent → Acknowledged → Partially Received → Fully Received → Closed / Cancelled
- PO PDF generation and email/WhatsApp send to supplier
- Amendment/Revision trail for PO changes
- Repeat PO from previous orders
Goods Received Note (GRN):
- Receive against a PO (partial or full)
- Quantity received vs. ordered comparison
- Quality check workflow (Accept / Reject / Partial Reject)
- Batch and Expiry date capture on receipt
- Auto-update stock on GRN approval
- Discrepancy reporting (short supply, excess supply, quality issues)
- GRN linked to supplier invoice for reconciliation
Supplier Invoice & Payment:
- Record supplier invoices against GRN
- Match PO → GRN → Invoice (3-way matching)
- Payment scheduling (due date tracking)
- Advance payment to suppliers
- Debit note / Credit note management

Enhancements

Supplier portal (self-service PO acknowledgment, invoice upload)
RFQ (Request for Quotation) workflow
Supplier comparison on price, lead time, quality score
Multi-supplier sourcing for same item
Consignment stock management
Import/Export documentation for international suppliers
Supplier SLA tracking with alerts
Bulk PO generation for multiple items/suppliers

Shop-Level Configuration

Procurement Required: All stock-in must be linked to a Purchase Order and GRN. No ad-hoc stock additions allowed.
Flexible Stock-In: Stock can be added manually without a PO (for small shops that buy cash-and-carry).

2.34 Accounts & Ledger — Party Settlement

ID: FR-034
Priority: High
Module: Accounts

Description

Track advance payments, pending payments, and net settlement between the company and its parties (suppliers, manufacturers, customers). A party may be both a supplier and customer — the system calculates the net amount owed in either direction.

Requirements

Party Ledger:
- Unified ledger per party (tracks all purchase and sales transactions)
- Debit entries: purchases from them, advance given to them
- Credit entries: sales to them, payments received from them
- Running balance per party (who owes whom and how much)
- Filter by date range, transaction type, branch
Advance Payments:
- Record advance payment given to suppliers
- Record advance payment received from customers
- Advance adjustment against future invoices (auto or manual)
- Advance aging report (unadjusted advances by period)
Pending Payments:
- Payable: amounts the company owes to suppliers/manufacturers
- Receivable: amounts customers/parties owe to the company
- Aging analysis: 0–30 days, 31–60 days, 61–90 days, 90+ days
- Due date alerts via email/SMS/push notification
- Payment reminder automation (configurable intervals)
Net Settlement (Dual-Role Parties):
- When a party is both a supplier and customer: calculate net amount
- Settlement report: total purchased from party vs. total sold to party
- Net balance: "We owe them ₹X" or "They owe us ₹X"
- Settlement approval workflow before finalizing
- Settlement statement PDF generation (send to party for confirmation)
Reports & Charts:
- "Who Owes Us" report — all parties with receivable balances, sorted by amount
- "Whom We Owe" report — all parties with payable balances, sorted by amount
- Cash flow summary (inflow vs. outflow by period)
- Party-wise profit/loss summary (for dual-role parties)
- Dashboard chart: Top 10 receivables, Top 10 payables
- Dashboard chart: Aging summary (pie chart by bucket)

Enhancements

Automated payment reminders via WhatsApp
Interest calculation on overdue payments
Credit scoring for parties based on payment history
Integration with accounting software (Tally, QuickBooks)
Bank reconciliation (match payments with bank statement)
Multi-currency ledger support
Party statement sharing via email/WhatsApp
Bulk payment processing

2.35 Bill Sharing (WhatsApp, Email & SMS)

ID: FR-035
Priority: High
Module: Bill Distribution

Description

Automatically share invoices and bills to relevant stakeholders (product owner, company, and buyer) via WhatsApp, email, or SMS based on configuration.

Requirements

Bill Sharing Channels:
- WhatsApp (via WhatsApp Business API)
- Email (with PDF invoice attachment)
- SMS (with short link to view/download invoice)
Recipients (Configurable per bill type):
- Buyer / Customer
- Company owner / Admin
- Branch manager
- Product owner (for marketplace/multi-vendor)
- Supplier (for purchase-related bills)
- Accountant
Sharing Triggers:
- Auto-share on bill generation (configurable ON/OFF)
- Auto-share on payment completion
- Manual share (ad-hoc from order/invoice screen)
- Bulk share (for pending/past invoices)
Sharing Configuration:
- Per-company toggle: Enable/Disable per channel (WhatsApp, Email, SMS)
- Per-recipient toggle: Which recipient gets which channel
- Per-bill-type toggle: Sales invoice, Purchase order, Credit note, Delivery challan
- Template customization per channel
- Schedule: Immediate or batched (end-of-day summary)
WhatsApp Business API Integration:
- Template message approval (per Meta/WhatsApp guidelines)
- Rich media: PDF attachment, order summary card
- Interactive buttons: "View Invoice", "Pay Now", "Download PDF"
- Delivery status tracking (sent, delivered, read)
- Rate limiting compliance

Enhancements

Multi-language bill sharing (auto-detect recipient language)
Digital signature verification link in shared bills
Scheduled bill sharing (daily/weekly summary)
Bulk invoice sharing for B2B clients
WhatsApp chatbot for bill queries ("Send me last month's invoices")
Delivery confirmation via WhatsApp reply

2.36 Data Import & Export

ID: FR-036
Priority: High
Module: Data Management

Description

Comprehensive import and export functionality for all master data and transactional data including orders, with AI-powered import from handwritten notes.

Requirements

Master Data Import/Export:
- All masters: Categories, Sub-Categories, Types, Brands, Packing Sizes, UOM, Tax Rates
- Products / Items (with images as ZIP)
- Customers / Clients
- Suppliers / Manufacturers
- Inventory / Stock (opening balances)
- Locations / Warehouses
- Payment Modes
- Charges
Transactional Data Import/Export:
- Orders (sales orders, purchase orders)
- Invoices
- Payments
- Stock movements
- Returns & Exchanges
Import Features:
- Supported formats: CSV, Excel (.xlsx), JSON
- Template download for each entity (pre-formatted with required columns and sample data)
- Column mapping wizard (match uploaded columns to system fields)
- Validation and error reporting (row-level errors with fix suggestions)
- Preview before import (show first 10 rows)
- Dry run mode (validate without actually importing)
- Duplicate detection and handling (skip, overwrite, merge)
- Bulk import with progress indicator
- Import history and rollback (undo last import)
Export Features:
- Supported formats: CSV, Excel (.xlsx), PDF, JSON
- Filter-based export (export only matching records)
- Column selection (choose which fields to export)
- Scheduled export (daily/weekly to email or S3)
- API-based export for integrations
AI-Powered Import from Handwritten Notes (FR-036a):
- Upload photo of handwritten order note / purchase list
- AI (OCR + NLP) extracts: item names, quantities, prices, units
- Fuzzy matching to existing product master (suggest closest matches)
- Review and confirm screen before import
- Support for multiple languages and handwriting styles
- Confidence score per extracted field (highlight low-confidence items for manual review)
- Batch processing (upload multiple note images at once)

Enhancements

Google Sheets / Excel Online live sync
ERP data import adapters (Tally, SAP, QuickBooks format)
Automated periodic import from FTP/SFTP
Data migration wizard (from competing billing software)
Import approval workflow for sensitive data
Export watermarking (company name, "Confidential" stamp)

2.37 AI & Intelligence Suite

ID: FR-037
Priority: High
Module: AI & Intelligence

Description

AI-powered features across the platform covering OCR import, RAG-based user assistance, product intelligence, predictive analytics, personalized recommendations, and automated customer support. All AI features are configurable — each feature can be toggled ON/OFF per company from the settings screen.

Requirements

AI-Powered Order Import from Handwritten Notes (FR-037a):
- OCR engine for handwritten note recognition (photo → structured data)
- NLP pipeline: extract item names, quantities, prices, units of measurement
- Fuzzy match extracted items to product master
- Multi-language handwriting support (English, Hindi, Tamil, Telugu, etc.)
- Confidence scoring per field — highlight uncertain matches for human review
- Learning from corrections (improve accuracy over time per tenant)
RAG-Based User Assistance (FR-037b):
- Retrieval-Augmented Generation chatbot for user queries
- Knowledge base: product catalog, help articles, company policies, FAQs
- Vector embeddings stored in pgvector (PostgreSQL extension)
- Context-aware responses using company-specific data
- Multi-turn conversation support
- Citation of sources in responses (link to relevant help article or product)
- Fallback to human agent when confidence is low
- Admin panel to manage knowledge base documents
Product Summary & Review Intelligence (FR-037c):
- AI-generated product summary from seller descriptions and specifications
- Review sentiment analysis (Positive / Neutral / Negative with breakdown)
- Auto-generated review highlights ("Customers love the durability", "Common complaint: packaging")
- Star rating prediction from review text
- Fake review detection and flagging
- Competitive product comparison summaries
Predictive Analytics & Forecasting (FR-037d):
- Sales forecasting: predict daily/weekly/monthly revenue for future dates
- Item-level demand forecasting: predict quantity sold per item per time period
- Seasonal trend detection and peak period alerts
- Stock-out prediction (which items will run out and when)
- Customer churn prediction (identify at-risk customers)
- Optimal pricing suggestions based on demand elasticity
- Dashboard widgets: forecast charts, trend indicators, anomaly alerts
Personalized Item Suggestions (FR-037e):
- Search-based recommendations: "Customers who searched for X also bought Y"
- Cart-based recommendations: "Frequently bought together"
- Browsing history-based suggestions
- Collaborative filtering (similar customers' purchase patterns)
- Content-based filtering (similar product attributes)
- Trending items within the category / location
- Personalized homepage feed per customer
Regular Order / Purchase Suggestions (FR-037f):
- Predict reorder timing based on purchase frequency
- "You usually buy X every 2 weeks — would you like to reorder?"
- Smart basket generation (auto-suggest repeat items)
- Subscription recommendations for frequently purchased items
- Stock replenishment suggestions for shop owners (based on sales velocity)
- Purchase order suggestions for suppliers (based on stock + forecast)
AI-Powered First-Level Customer Support (FR-037g):
- Intent classification for incoming support queries
- Automated responses for common issues (order status, return initiation, payment help)
- Ticket auto-categorization and priority assignment
- Sentiment analysis for priority routing (angry customers → escalate)
- Suggested replies for human agents (agent co-pilot)
- Resolution time prediction
- Post-resolution satisfaction prediction
Other AI Application Areas (FR-037h):
- Invoice OCR: Extract data from vendor invoices (scan to structured entry)
- Smart Search: Natural language search ("show me all electronics under 5000 that are in stock")
- Dynamic Pricing: AI-suggested prices based on demand, competition, and stock levels
- Fraud Detection: Unusual order patterns, suspicious account activity, payment fraud scoring
- Image Recognition: Auto-tag product images with categories and attributes
- Demand-Based Delivery Slots: Optimize delivery slot availability based on predicted order volumes
- Inventory Anomaly Detection: Flag unexpected stock discrepancies
- Cashflow Forecasting: Predict future cash position based on receivables, payables, and seasonal trends
- Supplier Risk Scoring: Assess supplier reliability based on delivery history and market signals
- Menu Optimization (Restaurant): Suggest menu changes based on sales data, food cost, and customer preferences

Configuration

Master AI Toggle: Global ON/OFF switch for all AI features per company
Feature-Level Toggles: Individual ON/OFF switch for each AI feature (FR-037a through FR-037h)
Data Consent: Explicit opt-in for sharing data with AI models
AI Provider Selection: Choose between providers (OpenAI, Azure OpenAI, self-hosted LLM)
Confidence Thresholds: Configure minimum confidence score for automated actions (default: 80%)

Enhancements

Custom model fine-tuning per tenant (using their own data)
Multi-language AI support
AI usage analytics dashboard (query volume, accuracy, cost)
A/B testing for AI recommendations
AI cost management (token usage tracking, budget limits)
On-premise AI option (for data-sensitive businesses)
AI model versioning and rollback

3. Non-Functional Requirements

3.1 Security & Access (Roles & Logins)

The system manages 9 primary explicit roles (customizable via RBAC):

Online Customers: Platform-wide buyers.
Admin Users: Global system administrators / Platform owners.
Support Users: Helpdesk workers and customer dispute handlers.
Shop Owners (Providers): Master tenants controlling individual stores/business metrics.
Inventory Staff: Employees authorized only for stock adjustments and receiving.
Kitchen Staff: Specialized access to the Restaurant KDS interfaces.
Waiter Users: Employees managing table orders and floor layouts.
Delivery Head / Company: Overlords of logistics who review fleet performance and payouts.
Delivery Drivers: Logistics fleet users fulfilling active runs and map routing.

Authentication requires Passwordless OTP (Email/SMS) + Role-dependent 2FA parameters.

3.2 Performance

Page load time: < 2 seconds
API response time: < 500ms (95th percentile)
Support 10,000+ concurrent users
Database query optimization with indexing
CDN for static assets
Caching strategy (Redis/Memcached)

3.3 Scalability

Horizontal scaling with load balancers
Microservices architecture
Database sharding for high-volume data
Auto-scaling based on traffic patterns
Multi-region deployment support

3.4 Advanced Security & Encryption

End-to-End Encryption (E2EE): Business-critical and customer PII data must be deeply protected. Data should be encrypted at rest utilizing robust Key Management Systems (KMS) and securely routed via TLS 1.3 in transit. Strict obfuscation measures mask sensitive details from internal delivery drivers.
Authentication: Purely passwordless (OTP/Magic Links), meaning brute-forcing password digests is completely neutralized by design. Rate-limited and CAPTCHA protected.
OWASP Top 10 compliance
Role-Based Access Control (RBAC) securely locked by JSON Web Tokens (JWT) with rigorous invalidation schemas.
SQL injection, CSRF and XSS prevention
Regular security audits and penetration testing
GDPR / Data Privacy compliance (opt-out, export functionality)
PCI DSS Level 1 compliance for all payment handling (No PAN numbers stored internally)
Session management strictly managed via secure cookies and Redis-enforced access blocking.

3.5 Availability & Reliability

99.9% uptime SLA
Disaster recovery plan with RTO < 4 hours, RPO < 1 hour
Automated backups (daily full, hourly incremental)
Health monitoring and alerting
Graceful degradation under load
Circuit breaker pattern for external service failures

3.5 Compatibility

Web: Chrome, Firefox, Safari, Edge (latest 2 versions)
Mobile: iOS 14+, Android 10+
Responsive: Desktop, Tablet, Mobile
Accessibility: WCAG 2.1 Level AA compliance
Internationalization: Multi-language, Multi-currency, RTL support

3.6 Integration

RESTful API with OpenAPI/Swagger documentation
Webhook support for real-time events
OAuth 2.0 for third-party integrations
ERP integration (Tally, SAP, QuickBooks)
Accounting software integration
Shipping partner API integration
Social media platform integration
Google Analytics / Mixpanel integration

4. Technical Architecture (Recommended)

┌─────────────────────────────────────────────────────────────────┐
│                        CLIENT LAYER                              │
│  ┌──────────┐  ┌──────────┐  ┌──────────┐  ┌──────────────┐   │
│  │ Web App  │  │ iOS App  │  │ Android  │  │ POS Terminal │   │
│  │ (React/  │  │ (Swift/  │  │ (Kotlin/ │  │ (Electron/   │   │
│  │  Next.js)│  │ Flutter) │  │ Flutter) │  │  Desktop)    │   │
│  └──────────┘  └──────────┘  └──────────┘  └──────────────┘   │
└─────────────────────────┬───────────────────────────────────────┘
                          │
┌─────────────────────────┴───────────────────────────────────────┐
��                      API GATEWAY                                 │
│              (Kong / AWS API Gateway / Nginx)                    │
│         Rate Limiting | Auth | Load Balancing                    │
└─────────────────────────┬────────��──────────────────────────────┘
                          │
┌─────────────────────────┴───────────────────────────────────────┐
│                   MICROSERVICES LAYER                             │
│  ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐       │
│  │  Auth  │ │ Product│ │  Order │ │Payment │ │ Notif  │       │
│  │Service │ │Service │ │Service │ │Service │ │Service │       │
│  └────────┘ └────────┘ └────────┘ └────────┘ └────────┘       │
│  ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐       │
│  │  Cart  │ │Discount│ │  Tax   │ │Delivery�� │ Report │       │
│  │Service │ │Service │ │ Engine │ │Service │ │Service │       │
│  └────────┘ └────────┘ └────────┘ └────────┘ └────────┘       │
│  ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐                   │
│  │  User  │ │Inventor│ │ Review │ │Support │                   │
│  │Service │ │Service │ │Service │ │Service │                   │
│  └────────┘ └────────┘ └────────┘ └────────┘                   │
└─────────────────────────┬───────────────────────────────────────┘
                          │
┌─────────────────────────┴───────────────────────────────────────┐
│                      DATA LAYER                                  │
│  ┌──────────┐  ┌──────────┐  ┌──────────┐  ┌──────────────┐   │
│  │PostgreSQL│  │  Redis   │  │Elastic   │  │  MongoDB     │   │
│  │(Primary) │  │ (Cache)  │  │Search    │  │ (Documents)  │   │
│  └──────────┘  └──────────┘  └─────────���┘  └──────────────┘   │
│  ┌──────────┐  ┌──────────┐  ┌──────────┐                      │
│  │ RabbitMQ │  │   S3     │  │ ClickHs  │                      │
│  │ (Queue)  │  │(Storage) │  │(Analytics│                      │
│  └──────────┘  └──────────┘  └──────────┘                      │
└─────────────────────────────────────────────────────────────────┘

5. Configuration Matrix

The system should be configurable per business type. Below is the feature toggle matrix:

Feature	Small Shop	Big Shop	Chain	Online Store	Restaurant	Hospital	School
Multi-branch	❌	❌	✅	✅	✅	✅	✅
Online Orders	❌	Optional	✅	✅	✅	❌	❌
Delivery	❌	Optional	✅	✅	✅	❌	❌
Inventory	Basic	Full	Full	Full	Basic	Full	Basic
Procurement	❌	Optional	✅	✅	Optional	✅	❌
Accounts/Ledger	Basic	Full	Full	Full	Basic	Full	Basic
GST/Tax	Basic	Full	Full	Full	Full	Full	Basic
Payment Gateway	❌	Optional	✅	✅	✅	✅	✅
Barcode/QR	✅	✅	✅	✅	Optional	✅	❌
Expiry Mgmt	Optional	✅	✅	✅	✅	✅	❌
Reviews	❌	Optional	✅	✅	✅	✅	❌
Push Notif	❌	Optional	✅	✅	✅	✅	✅
Bill Sharing (WA)	Optional	✅	✅	✅	✅	✅	Optional
Import/Export	Basic	Full	Full	Full	Basic	Full	Basic
AI Assistance	❌	Optional	✅	✅	✅	✅	Optional
AI OCR Import	❌	Optional	✅	✅	✅	Optional	❌
AI Predictions	❌	Optional	✅	✅	✅	Optional	❌
Loyalty/Offers	Basic	Full	Full	Full	Full	Optional	❌
Dashboards	Basic	Full	Full	Full	Full	Full	Full
Service Providers	❌	❌	Optional	✅	✅	❌	❌

6. Milestones & Phases

Phase	Modules	Duration
Phase 1 — MVP	Company Setup, Item Master, Masters CRUD, Basic Billing, Invoice, GST Calculation, Import/Export (Masters)	8-10 weeks
Phase 2 — Core	Inventory, Barcode/QR (Mobile Camera + External Scanner), Search, Cart, Discounts, Customer Auth, Procurement & Suppliers	8-10 weeks
Phase 3 — Payments	Payment Gateway, Payment Options, Card Save, Returns/Exchange, Accounts & Ledger, Party Settlement	6-8 weeks
Phase 4 — Engagement	Offers/Promotions, Reviews, Notifications (Email/SMS/Push), WhatsApp Bill Sharing, Order Import/Export	6-8 weeks
Phase 5 — Operations	Service Provider Portal, Delivery Management, Charges, Block/Service Control	6-8 weeks
Phase 6 — Intelligence	Dashboards, Reports, AI Suite (RAG, OCR Import, Predictions, Recommendations, AI Support), Customer Support	8-10 weeks
Phase 7 — Growth	Welcome Offers, Referrals, Reorder, Subscriptions, Restaurant Module, Marketplace, Advanced AI	6-8 weeks

7. Glossary

Term	Description
GSTIN	Goods and Services Tax Identification Number
HSN	Harmonized System of Nomenclature (product classification)
SAC	Services Accounting Code
ROL	Reorder Level
FIFO	First In, First Out
FEFO	First Expiry, First Out
POS	Point of Sale
UOM	Unit of Measurement
SKU	Stock Keeping Unit
PO	Purchase Order
GRN	Goods Received Note
RAG	Retrieval-Augmented Generation
OCR	Optical Character Recognition
NLP	Natural Language Processing
LLM	Large Language Model
B](#)

Name		Name	Last commit message	Last commit date
Project-Stack		Project-Stack
samples		samples
src		src
HLD.md		HLD.md
LLD.md		LLD.md
ReadMe.md		ReadMe.md
architecture.md		architecture.md
clarification.md		clarification.md
development-phases.md		development-phases.md
proposed-architecture.md		proposed-architecture.md

Level	Description
Service Provider	Charges set by delivery partner / vendor
Company	Company-wide charges and policies
Item	Item-specific charges (heavy items, fragile items, hazardous)

Latest commit

History

Folders and files

Repository files navigation

📋 Billing Software – Product Requirements Document (PRD)

1. Executive Summary

1.1 Vision

1.2 Supported Item Categories

2. Functional Requirements

2.1 Company / Shop Details Management

Description

Requirements

Enhancements

2.2 Client / Customer Details Management

Description

Requirements

Enhancements

2.3 Item / Product Master

Description

Requirements

Domain-Specific Fields (Configurable)

Enhancements

Shop-Level Configuration

2.4 Master Data Management (CRUD Operations)

Description

Requirements

Common Features for All Masters

Enhancements

2.5 Inventory & Stock Management

Description

Requirements

Enhancements

Shop-Level Configuration

2.6 Barcode & QR Code Management

Description

Requirements

Enhancements

2.7 Item Search & Discovery

Description

Requirements

Enhancements

2.8 Cart & Wishlist Management

Description

Requirements

Enhancements

2.9 Discount Management

Description

Requirements

Enhancements

Shop-Level Configuration (Billing Limits)

2.10 Offers & Promotions

Description

Requirements

Enhancements

2.11 Passwordless Sign-Up & Login

Description

Requirements

Enhancements

2.12 Service Provider Account Management

Description

Requirements

Enhancements

2.13 Expiry, ROL & Delivery Restrictions

Description

Requirements

Enhancements

2.14 Payment Gateway Integration

Description

Requirements

Enhancements

Shop-Level Configuration

2.15 Item Exchange & Returns

Description

Requirements

Enhancements

2.16 Reviews & Ratings

Description

Requirements

Enhancements

2.17 Order Management