Start with the business goalDescribe why the product is needed, who will use it, and what result the business expects.Describe scenariosList user roles, core actions, data flows, integrations, and constraints.Prioritize the first versionSeparate must-have…
“We misunderstood each other” is one of the biggest risks in any software project. Poorly defined requirements can lead to budget overruns, missed deadlines, and a final product that does not meet business expectations. A well-prepared specification protects the client’s budget and saves the development team time.
In this guide, Solway explains step by step how to prepare a software requirements specification for a website, platform, or custom software product — and why requests such as “make it modern and fast” are not enough.
What Is a Software Requirements Specification and Why Do You Need One?
A Software Requirements Specification (SRS) is a document that translates your business goals into clear requirements that a development team can understand and implement.
Why Do You Need an SRS?
- More accurate pricing. Without clearly defined requirements, a software company can usually provide only a rough estimate. A detailed budget requires a clearly defined scope.
- Clear contractual scope. The specification can become part of the contract and clearly defines what the development team is expected to deliver.
- Acceptance criteria. The final product can be reviewed against specific requirements: completed or not completed.
What Should a Good Software Specification Include?
A useful specification does not have to be 100 pages long. What matters most is structure, clarity, and the absence of ambiguity.
1. Project Overview and Glossary
Describe your business, target audience, and the problem the software should solve.
Important: define key terminology.
If your system has different roles such as User, Customer, Manager, or Administrator, clearly explain what each role means and what permissions it has.
2. Business Goals
Explain why the product is being created.
For example:
“Build a B2B purchasing portal that reduces order processing time by 40% and automates invoice generation.”
Clear business goals help the development team make better technical and product decisions.
3. Technical Requirements and Constraints
If the new product needs to work with your existing IT infrastructure or must use specific technologies, include these requirements.
If there are no strict technical limitations, the architecture and technology stack can be selected together with the Solway team.
For web applications:
- supported browsers;
- responsive design requirements;
- mobile compatibility;
- page loading and performance requirements.
For software platforms:
- data security requirements;
- expected system load;
- estimated number of concurrent users;
- infrastructure and hosting requirements.
4. System Architecture and User Roles
List everyone who will use the system and define their access rights.
For example:
- Sales Manager: can access only their own deals and customer records.
- Head of Sales: can view reports for the entire team and manage records.
- Accountant: can access only invoices, payments, and document exports.
This creates a clear access-control structure before development begins.
5. Functional Requirements
This is usually the most important part of the specification.
Describe specific user scenarios and expected outcomes. Avoid vague wording.
Bad example:
“The system should have a convenient search function.”
Better example:
“Users should be able to search by product SKU, product name, and customer tax or company ID. Search results should be displayed in a table with filters by date and sorting by price.”
Every requirement should describe something that can later be tested and verified.
6. Third-Party Integrations
Modern software rarely operates in isolation.
Specify which external systems your product should integrate with, such as:
- ERP and accounting platforms;
- CRM systems such as Salesforce or HubSpot;
- payment gateways and payment processing services;
- logistics and delivery platforms;
- corporate systems;
- external APIs;
- government or industry-specific services.
Also specify which data should be exchanged and how frequently synchronization should occur.
7. UI and Design Requirements
If your company already has a brand book, design system, logos, fonts, or corporate colors, include them in the specification.
If the interface needs to be designed from scratch, provide three to five examples of digital products you like.
Do not simply say “we like this website.”
Explain exactly what you like about it:
- navigation;
- information hierarchy;
- dashboard structure;
- visual style;
- animations;
- specific interface components.
Common Mistakes When Preparing Requirements
- Designing the product during development. Constantly adding major functionality after development has started usually increases costs and pushes back the release date.
- Trying to build everything in the first version. Solway often recommends starting with an MVP — Minimum Viable Product: launch the essential functionality, validate it with real users, and then expand the product based on actual feedback.
- Using vague terminology. Words such as beautiful, modern, fast, and intuitive mean different things to different people. Developers need measurable requirements and clear acceptance criteria.
No Time to Prepare the Specification Yourself?
Preparing a professional software specification may require knowledge of business processes, system architecture, integrations, databases, and product logic.
That is why Solway offers this work as part of the Discovery phase.
You can come to us with a business requirement as simple as:
“We need to automate warehouse operations and connect them to our website.”
Our business analysts and software architects will conduct stakeholder interviews, analyze your processes, define system requirements, prepare interface prototypes, and design the overall solution architecture.
As a result, you receive a structured project specification that can be used to confidently start development — with Solway or with another development partner.