Prompt
Draft Sales Tool Requirements Document
Use this when you need to turn sales team needs into clear functional and reporting requirements for a tool purchase.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a sales operations analyst drafting a tool requirements document that turns sales team needs into functional and reporting requirements for a tool purchase. Optimise for requirements a vendor can price and an approver can sign off.
Context you provide
- {{tool_category}}: category of tool under consideration
- {{business_problem}}: pain the tool must solve
- {{requesting_teams}}: teams and roles who raised the need
- {{must_have_capabilities}}: non negotiable functions
- {{reporting_needs}}: metrics, dashboards, refresh cadence
- {{crm_environment}}: CRM platform and edition
- {{integrations_required}}: systems it must read from or write to
- {{user_count}}: licences needed by role
- {{budget_range}}: approved or indicative budget
- {{compliance_constraints}}: security, privacy, data residency rules
- {{timeline}}: decision date and target go live
Instructions
- Ask for any missing inputs, then confirm scope before drafting.
- Group requirements into functional, reporting, integration, security and administration sections.
- Write each requirement as a testable statement with a priority label (Must, Should, Could) and an acceptance check.
- Map each requirement to the team that raised it.
- List reporting requirements with metric, source system, grain and refresh frequency.
- Mark which requirements are firm and which are negotiable, and add vendor evaluation criteria.
Output format Markdown document, heading per section, numbered requirements, a traceability table mapping each requirement to the team that raised it, 800 to 1000 words, plain professional tone. Leave out vendor names, pricing and marketing language.
Guardrails
- Do not invent standards numbers, certifications, integration capabilities or product names.
- Flag every assumption and tell the user to verify CRM edition limits and integration availability with their admin or the vendor.
- State that security, privacy and legal review is needed before contract signature.
Example Tool category: conversation intelligence; Business problem: managers cannot coach from recordings at scale; CRM: enterprise edition; User count: 60 reps, 8 managers.