Sample output

Invoice PDF generation

As a finance admin, I want to generate a PDF invoice from an approved order so that I can send it to the customer without manual formatting.

• Triggered from the order detail screen when status = approved
• PDF includes line items, tax breakdown, and payment terms
• Generated file is stored in the document repository with a 90-day retention

[12:34] “...they need to click one button and get a clean PDF, no fiddling in Word...”

Bulk status update for shipments

As a logistics coordinator, I want to update the status of multiple shipments at once so that I can process end-of-day imports efficiently.

• Select up to 200 shipments via checkbox list or CSV upload
• Allowed transitions: pending -> in-transit, in-transit -> delivered
• System logs each transition with operator ID and timestamp

[18:07] “...right now they're doing them one by one, it takes an hour every evening...”

Client portal: view project timeline

As an external client, I want to view a read-only project timeline so that I can track milestone progress without requesting status updates.

• Timeline shows milestones with planned vs. actual dates
• Color-coded: green (on track), amber (at risk), red (overdue)
• No edit permissions for client role

[24:15] “...clients keep emailing for updates, if they could just see the timeline themselves...”

PDF contains all required fields

• GIVEN an approved order with at least one line item
• WHEN the user clicks "Generate Invoice"
• THEN a PDF is created containing: company logo, order number, line items with quantities and unit prices, subtotal, tax (VAT at applicable rate), total, and payment terms

[13:02] “...must have the VAT number and our logo at the top, that's non-negotiable...”

PDF stored with correct retention policy

• GIVEN a successfully generated invoice PDF
• WHEN generation completes
• THEN the file is saved to the document repository with metadata (order ID, generation date) and a 90-day auto-deletion policy

[14:18] “...we don't want these hanging around forever, 90 days is fine for now...”

Bulk update validates status transitions

• GIVEN a selection of shipments with mixed statuses
• WHEN the coordinator submits a bulk status change
• THEN only shipments with a valid transition are updated, and invalid ones are listed in an error summary

[19:42] “...if someone tries to mark a delivered one as in-transit, just skip it and tell them...”

Use server-side PDF generation (not client-side)

Team agreed that PDF generation should happen server-side to ensure consistent formatting across browsers and to support background generation for batch processing.

[15:30] “...let's keep it server-side, we've had too many issues with browser rendering differences...”

90-day retention for invoices, 1 year for contracts

Finance confirmed that invoice PDFs can be deleted after 90 days since originals live in the ERP. Contracts require 1-year retention minimum.

[22:10] “...invoices are just copies, the source of truth is SAP. Contracts are different though...”

Client portal is read-only for phase 1

Deferred client-side commenting and approval workflows to phase 2. Phase 1 focuses on visibility only.

[26:45] “...let's not boil the ocean, read-only is enough to stop the email flood...”

Confirm VAT calculation rules with finance

Owner: Sarah (Finance). Due: end of week. Need to confirm which VAT rates apply per product category and whether reverse-charge applies for EU clients.

[14:55] “...Sarah, can you check with tax team which rates we need to handle?...”

Provide sample CSV format for bulk shipment import

Owner: Mark (Logistics). Due: next Tuesday. Logistics team to provide a sample CSV with real column headers so the dev team can build the parser.

[20:30] “...Mark, send us a sample file so we know exactly what columns to expect...”

Design review: client portal timeline component

Owner: Dev team. Due: next sprint planning. Need a design mockup for the timeline view before implementation begins.

[27:15] “...let's get a design in front of the client before we build anything...”

Schedule follow-up: API rate limits for bulk operations

Owner: James (Architect). Due: before next workshop. Need to define rate limits and throttling strategy for the bulk update endpoint.

[21:05] “...James, can you figure out what limits make sense before we meet again?...”