In this article · 4 sections
- Why write an SRS?
- A simple SRS template
- 1. Purpose and goals
- 2. Users and roles
- 3. Features (functional requirements)
- 4. Data
- 5. Integrations
- 6. Non-functional requirements
- 7. Reports
- 8. Screens (optional)
- 9. Acceptance criteria
- 10. Out of scope
- Tips
- FAQs
- Who should write the SRS?
- Is an SRS needed for a small website?
Before a developer can accurately quote or build software, they need to know exactly what it should do. An SRS document (Software Requirements Specification) captures that in writing. It doesn't have to be a 50-page technical file. For small business projects, a clear 4–8 page SRS prevents misunderstandings, disputes and costly rework.
Why write an SRS?
- Accurate quotes from different vendors
- Fewer "that's not what I meant" moments
- A checklist to test the finished product
- Easier handover to a new developer later
A simple SRS template
1. Purpose and goals
What problem does the software solve? What does success look like? ("Reduce booking calls by 50%; agents can add bookings themselves.")
2. Users and roles
List each type of user and what they can do:
| Role | Can do |
|---|---|
| Admin | Everything, including reports and settings |
| Staff | Add/edit bookings, view customers |
| Agent | Add bookings, see own commissions |
| Customer | Book, pay, view own bookings |
3. Features (functional requirements)
Write each feature as a short statement with priority: - F1 (Must): Customer can book a one-way trip by selecting pickup, drop, date and car type - F2 (Must): Admin receives WhatsApp and email alert for each booking - F3 (Should): Customer can pay an advance via UPI - F4 (Could): Customer can rate the driver after the trip
4. Data
What information is stored? Customers, bookings, vehicles, drivers, payments. Any data to import from Excel?
5. Integrations
Payment gateway, SMS/WhatsApp API, Google Maps, accounting software, email service.
6. Non-functional requirements
- Works on mobile browsers; pages load quickly
- Security: login, roles, HTTPS, backups
- Languages: English, Hindi, Punjabi?
- Expected number of users and records
7. Reports
Daily bookings, revenue by month, agent commissions, cancelled trips. Export to Excel?
8. Screens (optional)
Rough sketches or reference screenshots help a lot.
9. Acceptance criteria
How will you test each feature? ("Booking appears in admin within 10 seconds; customer gets confirmation SMS.")
10. Out of scope
List what's not included in this phase. This prevents scope creep.
Tips
- Use plain language, not technical jargon
- Prioritise with Must / Should / Could
- Include real examples from your business
- Review it with your developer and update before signing
FAQs
Who should write the SRS?
The business owner provides goals and processes; the developer helps refine technical details. Many agencies help write it during discovery.
Is an SRS needed for a small website?
A short project brief is enough for simple websites. Use an SRS for apps, portals and custom systems.
Joboo Web helps clients turn ideas into clear requirements before building. Start with a discovery call.