1. Introduction 1.1 Purpose The purpose of this document is to define the functional and non-functional requirements for a system designed to support logistics operations and small-scale accounting for transportation and forwarding companies. The system will allow users to manage customer and contractor databases, invoices, and transport orders within a single, centralized environment. 1.2 Scope The application is intended for: logistics and transport companies, freight forwarding agencies, small businesses managing their own operational and accounting workflows. The system will support the full process — from order acceptance to invoicing and cost settlement — providing an all-in-one logistics and financial management platform. 2. Functional Requirements 2.1 Customer Module Users can create, edit, and delete customer profiles. Each customer includes basic information: company name, tax ID, address, contact details, and payment terms. Multiple orders and invoices can be linked to one customer. 2.2 Contractor (Vendor) Module Add, edit, and manage subcontractors or transport partners. Store contact details, bank account information, and rate structures. Ability to assign and issue orders to subcontractors. 2.3 Orders Module Create customer transport orders. Orders contain pickup and delivery addresses, cargo description, weight, and timing details. Each customer order can be linked to a subcontractor order for tracking and cost control. 2.4 Invoicing Module Create sales invoices (for customers). Create purchase invoices (for subcontractors or vendors). Automatic calculation of net, VAT, and gross amounts. Mark invoices as paid, partially paid, or unpaid. Generate and send invoices as PDF files via email. 2.5 Document OCR Module Upload and process scanned documents (invoices, CMR, transport documents). OCR automatically recognizes and extracts data from uploaded files. Extracted data can be linked to specific invoices or orders. 2.6 User and Company Module User registration and authentication. Each user has a profile with defined roles (admin, accountant, dispatcher). The system supports multiple companies — each user can register and manage separate organizations. 3. Non-Functional Requirements Web-based system, accessible via browser. Responsive interface (desktop, tablet, mobile). Secure data storage in a MySQL or PostgreSQL database. Encrypted login and communication (HTTPS, hashed passwords). Ability to export data to CSV or PDF formats. 4. Optional Integrations Payment system integration (PayU, Revolut, Stripe, etc.). OCR service integration (Google Vision API, Tesseract). Accounting system integration (Subiekt GT, Optima, or similar). 5. User Roles Role Main Permissions Administrator Manage users, companies, and full system access Dispatcher Create and manage transport orders, issue sales invoices Accountant Manage purchase invoices, handle payments and settlements Company Owner View all financial and operational reports