04‐ User Stories - mina-y-khalil/redeembooks-accounting-app GitHub Wiki

📌 User Stories

This document outlines all User Stories for the RedeemBooks Accounting App, covering MVP features and future enhancements.
Each story includes feature details and acceptance criteria to guide development and testing.

🟢 MVP Features – User Stories

1️⃣ Company & User Management

1.1 Create and Manage Companies

User Story: As an owner, I want to create and manage multiple companies so I can track financial operations separately for each entity.
Feature Details:

  • Create companies with full profile details.
  • Manage multiple users under each company.
  • Role-based permissions: Owner, Manager, Staff.
    Acceptance Criteria:
  • I can create a new company with required details.
  • I can see a list of my companies.
  • I can edit or delete companies.
  • Multiple users can be assigned to a company.

1.2 Multi-User Access

User Story: As an accountant, I want to access multiple companies under one account so I can manage finances for different clients.
Acceptance Criteria:

  • I can join multiple companies via invitations.
  • Switch between companies without re-login.
  • Company selection is persistent across sessions.

2️⃣ Approver Management

2.1 Assign Approvers

User Story: As an owner, I want to assign approvers to handle invoice approvals so I can delegate responsibility.
Acceptance Criteria:

  • Approvers can be added or removed.
  • Approvers only see companies they belong to.
  • Approvers receive notifications for pending invoices.

2.2 Approve Invoices

User Story: As an approver, I want to review and approve invoices so that payments are only made after authorization.
Acceptance Criteria:

  • Approvers can mark invoices as approved or rejected.
  • Approved invoices change status automatically.
  • Actions are logged in the audit trail.

3️⃣ Vendor Management

3.1 Create and Manage Vendors

User Story: As a manager, I want to add and manage vendors so that I can store all supplier information for payments.
Feature Details:

  • Store vendor contact info, payment method, W-9 documents.
  • Assign vendors to specific companies.
    Acceptance Criteria:
  • I can create, view, edit, and delete vendor records.
  • Vendors are linked to their respective companies.
  • Uploaded W-9 documents are stored and retrievable.

4️⃣ Categories Management

4.1 Expense Categories

User Story: As a staff user, I want to categorize invoices by expense type so that I can generate accurate reports.
Acceptance Criteria:

  • I can create and manage categories.
  • Categories are company-specific.
  • Invoices can be linked to categories for reporting.

5️⃣ Invoice Management

5.1 Create and Track Invoices

User Story: As a staff member, I want to create invoices with details and attachments so that we can process vendor payments efficiently.
Feature Details:

  • Unique invoice numbers per company.
  • Attach files (PDF, images).
  • Automatic status indicators: Pending, Approved, Paid.
    Acceptance Criteria:
  • I can create, view, edit, and delete invoices.
  • Invoices display correct due status (Green/Yellow/Red).
  • File attachments are downloadable.

5.2 Approval Workflow

User Story: As a manager, I want invoices to go through an approval process before payment so that we maintain control over disbursements.
Acceptance Criteria:

  • Invoices stay pending until approved.
  • Approvers can add comments during approval.
  • Status changes are reflected instantly.

6️⃣ Payments (Partial Payments)

6.1 Record Payments

User Story: As a staff member, I want to record full or partial payments against invoices so that I can track remaining balances.
Acceptance Criteria:

  • Multiple payments can be linked to a single invoice.
  • Remaining balances are calculated automatically.
  • Invoice status updates to “Paid” when fully settled.

7️⃣ AP Run / Payment Batches

7.1 Batch Payment Processing

User Story: As a manager, I want to group payments into batches so that I can process multiple payments efficiently.
Acceptance Criteria:

  • I can create AP runs selecting multiple invoices.
  • I can schedule batch payment dates.
  • Batch totals are compared against bank balance.
  • Status updates from “Scheduled” to “Processed”.

8️⃣ Bank Balances

8.1 Manage Bank Balances

User Story: As an owner, I want to manage bank balances for my companies so that I can ensure sufficient funds for AP runs.
Acceptance Criteria:

  • I can add, view, update, and delete balance entries.
  • The system displays available balance vs. upcoming payments.

9️⃣ Audit Trail

9.1 View Audit Logs

User Story: As an auditor, I want to review all changes made to records so that I can ensure financial compliance.
Acceptance Criteria:

  • Every create, update, delete action is logged.
  • Logs show old and new values with timestamps.
  • Logs are immutable and only deletable by admins.

🔮 Future Enhancements – User Stories

  • Accounts Receivable (AR): Manage incoming payments and customer invoices.
  • Financial Statements: Generate Balance Sheet, P&L, Cash Flow reports.
  • Expense Management: Track and control company spending.
  • Inventory Management: Handle stock and procurement tracking.
  • Asset Management: Manage fixed assets with depreciation schedules.
  • Advanced Reporting: Build analytics dashboards for decision-making.
  • AI-Powered Automation: After completing this capstone, I plan to train in AI and Machine Learning to add intelligent decision support and automated document data extraction.

✅ Acceptance Criteria Overview

  • All features have full CRUD operations.
  • Multi-company and multi-user support with roles.
  • Secure authentication and role-based access control.
  • Responsive UI with dynamic invoice status indicators.
  • Complete audit trail for every critical action.