AI Assistant - Product Requirements Document
Version: 2.0 | Status: Draft | Last Updated: 2026-01-15
Change Log
| Version | Date | Changes | Author |
|---|---|---|---|
| 2.0 | 2026-01-15 | Converted to business-focused format with measurable outcomes | Product Team |
| 1.0 | 2026-01-09 | Initial draft | Product Team |
1. Executive Summary
Problem Statement
Rental company staff spend significant time on repetitive content creation tasks—writing vehicle descriptions, drafting customer communications, and manually translating messages for international customers. This reduces time available for high-value customer interactions and limits ability to serve non-native language speakers effectively.
Proposed Solution
An AI-powered assistant integrated into the platform that automates content generation, provides real-time translation, and offers conversational support for rental business questions—enabling staff to focus on customer relationships rather than repetitive writing tasks.
Business Value
| Value Area | Measurable Outcome | Target | Timeframe |
|---|---|---|---|
| Time Savings | Reduce vehicle description creation time | From 15 min to 2 min per vehicle (85% reduction) | Within 3 months |
| Global Reach | Increase international customer conversion | +25% conversion for non-English speakers | Within 6 months |
| Response Speed | Decrease average email response time | From 45 min to 10 min (78% reduction) | Within 3 months |
| Staff Productivity | Increase vehicles processed per staff member daily | +40% vehicle listings processed | Within 6 months |
2. Success Metrics
| Metric | Definition | Baseline | Target | Measurement Method |
|---|---|---|---|---|
| Content Creation Time | Time to create vehicle description | 15 min/vehicle | 2 min/vehicle | Time tracking on listing creation |
| Translation Accuracy | Professional translation quality score | Manual translation baseline | 95%+ accuracy rating | Quality audit sampling (monthly) |
| Customer Response Time | Average time to respond to inquiries | 45 min | 10 min | Support ticket analytics |
| International Conversion | Booking rate for non-English customers | Current rate (establish baseline) | +25% improvement | Booking analytics by language |
| AI Feature Adoption | % of staff using AI features weekly | 0% (new feature) | 70% within 90 days | Feature usage analytics |
| API Cost per Rental | AI costs relative to revenue | N/A | <€0.50 per booking | Cost tracking dashboard |
| Content Acceptance Rate | % of AI content used without major edits | N/A | 80%+ | Edit tracking on generated content |
3. Target Users
| User Role | Primary Goals | Success Indicator |
|---|---|---|
| Company Administrators | Control costs, manage feature access, ensure compliance | API spend within budget, audit trail complete |
| Fleet Managers | Create vehicle listings quickly, maintain consistency | Vehicle description time reduced 85% |
| Customer Service Staff | Respond to customers faster, handle multiple languages | Response time under 10 minutes |
| Marketing Coordinators | Produce multilingual content efficiently | Content output doubled |
4. User Stories
P0 - Must Have (Launch Requirements)
US-001: AI Feature Configuration As a company administrator, I want to enable/disable AI features for my organization so that I control costs and feature access.
Acceptance Criteria:
- Given I am an administrator, when I access AI settings, then I can toggle individual AI features on/off
- Given AI features require an API key, when no valid key exists, then all AI options are hidden from users
- Given I disable a feature, when staff access the system, then that feature is not available to them
US-002: Vehicle Description Generation As a fleet manager, I want the AI to generate vehicle descriptions from specifications so that I can list vehicles 85% faster.
Acceptance Criteria:
- Given I have vehicle specs (make, model, features), when I request a description, then I receive professional marketing copy within 10 seconds
- Given the AI generates content, when I review it, then I can edit before publishing
- Given the description is generated, when it is displayed, then it is clearly marked as AI-generated
US-003: Customer Message Translation As customer service staff, I want to translate customer messages so that I can serve international customers without language barriers.
Acceptance Criteria:
- Given a customer message in a supported language, when I request translation, then I receive accurate translation within 5 seconds
- Given rental-specific terminology, when translated, then industry terms are correctly localized
- Given a translated response, when sent, then the customer receives it in their language
US-004: Usage Tracking and Cost Visibility As a company administrator, I want to see AI usage reports so that I can manage costs and prevent budget overruns.
Acceptance Criteria:
- Given AI features are in use, when I view the dashboard, then I see total requests and estimated costs
- Given I set a spending limit, when usage approaches 80%, then I receive a warning notification
- Given usage hits the limit, when staff try to use AI, then requests are blocked with clear messaging
P1 - Should Have (Post-Launch)
US-005: Email Response Suggestions As customer service staff, I want AI-suggested responses to common inquiries so that I can respond faster while maintaining quality.
Acceptance Criteria:
- Given a customer inquiry type (cancellation, pricing, availability), when I request suggestions, then I receive relevant response templates
- Given a suggested response, when I select it, then I can customize before sending
US-006: Rental Agreement Generation As a fleet manager, I want AI assistance writing rental agreements so that documentation is professional and consistent.
Acceptance Criteria:
- Given rental terms and conditions, when I request agreement text, then I receive legally-appropriate language
- Given generated agreement text, when used, then it integrates with existing document templates
US-007: Conversational Business Assistant As any staff member, I want to ask rental business questions and get helpful answers so that I can resolve issues without escalation.
Acceptance Criteria:
- Given a business question, when I ask the AI assistant, then I receive an answer based on company knowledge base
- Given a conversation history, when I ask follow-up questions, then the AI maintains context
- Given the AI cannot answer confidently, when responding, then it indicates uncertainty and suggests human escalation
P2 - Nice to Have (Future Enhancement)
US-008: Custom Brand Voice As a company administrator, I want to configure the AI’s writing style so that generated content matches our brand voice.
US-009: AI Activity Audit As a company administrator, I want to review AI interaction logs so that I can ensure compliance with privacy regulations.
5. Functional Requirements
FR-001: Feature Configuration
- Administrators can enable/disable AI capabilities per organization
- AI features require valid API credentials to function
- Feature access integrates with existing user permission system
- Configuration changes take effect immediately
FR-002: Content Generation
- System generates vehicle descriptions, email templates, and rental agreements
- Generated content is marked as AI-created
- Users can edit all AI-generated content before use
- System prevents sensitive data from being included in AI prompts
FR-003: Translation Services
- System supports translation between major European languages
- Translations preserve rental industry terminology
- System handles full messages or selected text portions
- Translation maintains professional tone appropriate for business communication
FR-004: Conversational Assistant
- Assistant answers questions using company knowledge base
- Conversations maintain context within a session
- System indicates confidence level in responses
- Assistant recognizes when to recommend human assistance
FR-005: Usage Management
- System tracks all AI requests per organization
- Costs are displayed in organization’s local currency
- Administrators can set spending limits with automatic warnings
- System blocks requests when limits are exceeded
FR-006: Privacy and Compliance
- All AI communications are encrypted in transit
- Personal identifiable information is filtered from AI requests
- System maintains audit logs for regulatory compliance
- Logs are retained per data retention policy requirements
6. Non-Functional Requirements
| Category | Requirement | Target |
|---|---|---|
| Performance | Content generation response time | <10 seconds |
| Performance | Translation response time | <5 seconds |
| Availability | AI feature uptime | 99.5% (aligned with platform SLA) |
| Scalability | Concurrent AI requests per organization | 10 simultaneous |
| Security | Data encryption | TLS 1.3 for all AI communications |
| Compliance | Audit log retention | Per local regulatory requirements |
7. Scope Boundaries
In Scope
- Text generation for vehicle descriptions, emails, and agreements
- Multi-language translation for customer communications
- Conversational Q&A using company knowledge base
- Usage tracking and cost management
- Tenant-level feature configuration
- Audit logging for compliance
Out of Scope
- Voice recognition or speech synthesis
- Integration with AI providers other than OpenAI
- Custom model training or fine-tuning
- Predictive analytics (pricing, availability forecasting)
- Automated actions without human approval
8. Dependencies
Upstream Dependencies
| System | Dependency Type | Impact if Unavailable |
|---|---|---|
| Multi-Tenant System | Required | Cannot enable per-tenant configuration |
| User Permission System | Required | Cannot control feature access |
| Existing Logging Infrastructure | Required | Cannot maintain audit trail |
External Dependencies
| Service | Dependency Type | Fallback Strategy |
|---|---|---|
| OpenAI API | Required | Graceful degradation—AI features unavailable, manual workflows continue |
Downstream Dependencies
- None (new standalone feature)
9. Risks and Mitigations
| Risk | Likelihood | Impact | Mitigation |
|---|---|---|---|
| API costs exceed budget | Medium | High | Spending limits, usage alerts, per-request cost display |
| AI generates inaccurate content | Medium | Medium | Human review required before publishing, confidence indicators |
| API provider outage | Low | Medium | Graceful degradation, clear user messaging, manual fallback |
| Privacy/compliance violation | Low | High | PII filtering, audit logs, data retention controls |
10. Glossary
| Term | Business Definition |
|---|---|
| AI Assistant | Automated helper that writes content and translates messages |
| Content Generation | Automatic creation of vehicle descriptions, emails, and documents |
| Knowledge Base | Company information used by AI to answer business questions |
| Usage Limit | Maximum AI requests allowed to control costs |
| Audit Log | Record of AI activities for compliance verification |
11. Appendix: Measurement Implementation
Baseline Collection (Pre-Launch)
- Content creation time: Time-track 50 vehicle listings manually
- Response time: Analyze 30-day support ticket response metrics
- International conversion: Tag bookings by customer language preference
Post-Launch Tracking
- Daily: API request counts, cost accumulation
- Weekly: Feature adoption rates, content acceptance rates
- Monthly: Quality audits (translation accuracy, content appropriateness)
- Quarterly: Business outcome review (time savings, conversion improvements)