How to scope a business system before development

Describe one complete workflow

Choose a task your team repeats and describe it from beginning to end: who starts it, which information arrives, what decisions are made and what result is needed. Include exceptions, approvals and the reports people actually use. A list of screens alone rarely explains the work.

Show the existing spreadsheet or tool with a sanitized example. Identify which records must migrate, where duplicates appear and who should be allowed to read, change or export each type of information. Keep real passwords and private customer records out of an initial enquiry.

Agree a small first version and a way to test it with the people who will use it. Document external integrations, account ownership, backup responsibilities and handover. A CRM, portal or automation should follow the business process you choose, with explicit limits for later phases.