Map the workflow
Write the trigger, each responsible person, the information they need, the decision they make and the final record the business must keep.
Separate requirements
Label each item required, preferred or unnecessary. Include permissions, data export, integrations, accessibility, language and mobile use.
Test with real work
Use a representative task and realistic information. Record time, errors, missing steps and questions instead of relying on a polished demonstration alone.
Plan the exit
Confirm how data is exported, which formats are available, what access ends at cancellation and which records must be retained elsewhere.
Decision rule
A longer feature list does not prove a better fit. Prefer evidence from the workflow your team actually performs.