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Every project in Prophic follows the same five-stage scope pipeline. The stages appear as tabs across the top of each project and are sequential by design: the output of one stage becomes the input for the next. You can still access any stage at any time, skip stages your process does not require, and override anything along the way.
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Requirements Ingestion

Collect everything the client sent you. Paste raw text (bullet points, email copy, rough brief) into the requirements editor in any format. You can also upload PDF or DOCX documents by clicking Add Document. Prophic reads all documents and text together during analysis, and you can add multiple documents to the same project.
2

Requirement Analysis

Click Generate Analysis to produce seven structured outputs:
  • Project Overview: a high-level summary you can use as a sanity check.
  • Functional Requirements: categorized by module or feature area, describing behavior or user-facing capability.
  • Non-Functional Requirements: performance, accessibility, scalability, security, and localization needs.
  • Technical Specifications: recommended architecture including databases, front and back end frameworks, auth, and API integrations. If you have set Custom Instructions for tech specs, Prophic applies your preferred stack instead of generic recommendations.
  • Risks: items with delivery risk such as unclear integrations, third-party dependencies, or under-specified functionality.
  • Assumptions: what Prophic assumes when the brief is silent; each is confirmable with the client.
  • Open Questions & Open Items: open questions go to the client and can be marked Answered. Open items are observations worth tracking that do not fit as risks or assumptions.
Every section is editable. When you add a new scope version, analysis compares against the previous version and flags which assumptions and questions were addressed and which remain open.
3

Functional Specification Document (FSD)

Click Generate FSD to lock the scope before estimation. The FSD contains:
  • Executive summary
  • In-scope items
  • Out-of-scope items
  • Key workflows (primary user flows and system processes)
  • Error handling definitions
The editor uses a split-screen layout: left panel for Markdown source, right panel for live preview. If you edit upstream analysis, click Regenerate FSD to rebuild from the latest analysis.
4

Work Breakdown Structure (WBS)

Click Generate WBS to build a four-tier hierarchy: Component to Module to Task to Subtask.
  • Components: major system areas (for example, Authentication, Core Application, Infra & DevOps, Third-Party Integrations).
  • Modules: functional groupings within components.
  • Tasks: specific work within a module.
  • Subtasks: further breakdown when needed.
Each task is assigned a service role from the active Configuration Template, an estimated hour count, and a complexity factor from 0.00 to 1.00 representing execution difficulty. The project-level complexity shown on the Summary stage is a weighted aggregate of these task-level scores.You can remove tasks, adjust hours, add components or modules, and change service roles via dropdown. Make all edits before you recalculate. Click Recalculate to update total hours, man days, cost per role, and total cost using current WBS values. Recalculation is a local bottom-up calculation and does not call the AI or consume credits. You can also Export WBS to download the full hierarchy as Excel.
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Summary

The Summary stage shows total effort, man days, complexity factor, total cost, and an effort and cost breakdown per service role. When you are ready to deliver to the client, click Generate Proposal, choose PDF or DOCX format, then download or preview.

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Skipping and re-running stages

Stages are sequential by design, but any stage can be accessed at any time. Skip stages your process does not require, or jump back to edit an earlier stage and then regenerate the downstream output. Keep in mind that Generate Analysis, Generate FSD, Generate WBS, and Generate Proposal all consume AI credits. Local edits and Recalculate on the WBS do not. For details on what costs credits and what does not, see AI Credits.

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Scope versions

When a client sends a revised brief or a change request, add a new scope version inside the same project. Prophic re-analyzes the new version and compares it against the previous one, flagging which assumptions and open questions were addressed and which remain open. This keeps change-request handling inside the original engagement rather than spawning a new project each time.

Projects vs Quick Quotes

Compare the full project pipeline with the autonomous Quick Quotes flow.

AI Credits

Learn which actions consume credits and how to monitor your usage.