on 5 September 2026
The software specification document is the first step in any DoliPlus ERP customisation project. This ensures your requirements are clear before any coding begins, setting a solid foundation for development.
No need to panic: this guide will point you in the right direction. Plus, we support you at every stage.
Why create a software specification document
A specification document formalises your requirements and expected features. Consequently, all project stakeholders share the same understanding. In practice, it helps you to:
- structure the project;
- clarify your ideas;
- precisely identify your needs;
- communicate your project to developers.
The document builds from general to specific. First, an overview of the software, then the actions for each user.
General overview
First, explain the current issue in plain language. At this stage, leave technical details aside: assume anything is possible.
The specification document is also built through successive exchanges. Consider your first draft as a working version, then submit it for refinement together.
Next, describe the stakes of your requirements. For example: fixing malfunctions, boosting productivity, reducing errors and duplicate entries, generating statistics, or improving customer service.
Finally, set quantified objectives. For example: “Today, our satisfaction rate is 60%. We aim for 80% one year after implementation”.
Scope
Next, define the project boundaries. Are all customers involved? All employees? All locations? For example: “We’ll focus on French customers first”.
Functional description
Describe what your application should do. This step is essential: it forces you to clarify your real needs.
Start with the main functions, then break them down into sub-functions. For example, the “record customer contact” function can be split into “create a record”, “edit a record”, etc. Then group actions by user category:
|
User type |
User action |
Comment |
| Accounting agent | Enter a customer contract | The customer record must exist. |
| Chase unpaid customers | Up to 2 follow-ups, adjustable. Email, SMS, fax. | |
| Enter customer orders | The quote becomes an order, without re-entering data. | |
| Sales agent | View quote requests | |
| Contact prospects | ||
| Report the outcome of a lead | ||
| Technician | Enter an intervention report | |
| View their schedule |
For each key function, a grid defines the objective, description, constraints and priority level:
| Function: create a new customer contact record | |
| Objective | Quick access to an input form with essential information. |
| Description | The form opens via a shortcut. It includes the customer account, name, contact, etc. |
| Constraints | Valid for customers; a basic version for prospects will come later. |
| Priority | High |
User access management
Software often serves multiple user profiles with different access rights. List users, their roles, and the expected action in a short sentence:
|
Person (department) |
Software usage |
| Brigitte (accounting) | Enter contracts, chase unpaid invoices, enter orders. |
| Franck (sales) | View quote requests, contact prospects, report a lead outcome. |
| Robert (technician) | Enter an intervention report, view their schedule. |
Interface and screens
If you have an idea of the final look, create a simple mock-up by hand or using a text editor. This helps developers visualise the project.
Budget, timeline and organisation
Finally, specify the resources involved: budget, internal project manager and expected completion date. For complex projects, also plan intermediate deliverables and testing phases.
In conclusion
To boost productivity, it’s best to work from a single shared repository where each contributor adds their input. A well-defined software specification is the essential first step to tailor DoliPlus to your needs. In short, this groundwork clarifies your requirements, processes and organisation, then safeguards the entire project going forward.
Next steps
