Backlog Builder

What is a Backlog Builder?

A backlog builder is an AI-powered tool that helps you transform requirements and ideas into well-structured agile artifacts — EPICs, Features, and User Stories — complete with acceptance criteria, priorities, and story points. Instead of staring at a blank Jira board or spreadsheet, you describe what you want to build and get a structured, sprint-ready backlog in minutes.

This free product backlog tool is built for product managers, scrum masters, founders, and engineering teams who understand the value of clear requirements but struggle with the time it takes to write them well. Whether you’re planning a new product, breaking down a major initiative, or refining your existing backlog — structured artifacts make the difference between productive sprints and chaos.

Who is This Tool For?

Product Managers

You own the backlog. This tool accelerates your workflow from idea to sprint-ready stories, ensuring consistent quality and coverage across all your initiatives. Spend less time on artifact writing and more time on strategy and stakeholder alignment. Start with a comprehensive PRD to define your requirements before breaking them into backlog items.

Scrum Masters and Agile Coaches

You facilitate backlog refinement and sprint planning. Use generated artifacts as conversation starters that ensure discussions are productive and complete. Help teams move from vague ideas to actionable stories.

Startup Founders and Entrepreneurs

You wear many hats and don’t have time to become an agile expert. Generate professional backlogs that engineering teams can immediately work from, without hiring a dedicated product manager. Need to justify your product investment? Use the Business Case Generator to build compelling ROI analysis.

Engineering Leads and Tech Leads

You need clear requirements to estimate, plan, and execute. Get well-defined stories with acceptance criteria that reduce ambiguity and rework during development.

Business Analysts

You bridge business needs and technical execution. Accelerate requirements documentation while ensuring nothing falls through the cracks.

Project Managers

You manage schedules and resources. Create structured backlogs that enable accurate planning, dependency management, and stakeholder communication.

The Agile Hierarchy Explained

Understanding how EPICs, Features, and User Stories relate is crucial for effective agile backlog management:

EPIC

A large body of work representing significant business value. Too big to complete in a single sprint — typically spanning 1-3 quarters.

Characteristics:

• Strategic initiative with clear business outcomes
• Contains 3-8 Features
• Has high-level acceptance criteria
• Owned by product leadership

Examples:

• “Customer Self-Service Portal”
• “Mobile App Launch”
• “Payment System Overhaul”
• “Enterprise SSO Integration”

Feature

A functional capability that delivers value to users. Typically completed in 1-3 sprints.

Characteristics:

• Specific user-facing functionality
• Contains 3-8 User Stories
• Can be demonstrated to stakeholders
• Has clear acceptance criteria

Examples:

• “User Authentication System”
• “Shopping Cart Functionality”
• “Real-time Order Tracking”
• “Multi-currency Support”

User Story

A small, testable piece of functionality from the user’s perspective. Completable within a single sprint.

Characteristics:

• Written from user perspective
• Independently valuable and testable
• Estimated in story points
• Has detailed acceptance criteria

Examples:

• “As a customer, I can reset my password via email so that I can regain access to my account”
• “As an admin, I can export user data to CSV so that I can analyze usage patterns”

How to Use This Tool

Getting started is straightforward:

Step 1: Describe Your Requirement

Enter a clear description of what needs to be built. The more context you provide, the better the output.

Good example: “Build a customer loyalty program that allows users to earn points on purchases, redeem points for discounts, and track their rewards history. Target: increase repeat purchase rate by 25%. Users should be able to see their points balance on the main dashboard and at checkout.”

Weak example: “Build a loyalty program” (too vague — lacks context, goals, and scope)

Step 2: Choose Generation Scope

Select what you need based on your planning horizon:

Step 3: Select Detail Level

Choose how comprehensive each artifact should be:

Step 4: Generate and Review

Click generate and review the output. The AI will create structured artifacts based on your input. Review each item for accuracy and completeness.

Step 5: Edit and Refine

• Inline editing — Click any field to edit directly
• AI rewrite — Use the AI button for major changes while maintaining structure
• Add/remove items — Adjust the number of Features and Stories as needed

Step 6: Export Your Work

Download in the format your team uses:

• JSON — For import into Jira, Azure DevOps, or custom tools
• Markdown — For documentation, wikis, or stakeholder sharing

Common Use Cases

New Product Development

You’re starting a new product or major module. Use the backlog builder to:

• Create the initial product backlog structure
• Ensure comprehensive coverage of requirements
• Establish consistent artifact quality from day one
• Accelerate the path from vision to sprint-ready stories

For a complete end-to-end workflow, try the Idea to Product tool that generates FRDs, solution designs, tasks, and test cases in one integrated workflow.

Example input: “Build a B2B invoicing SaaS product that allows small businesses to create, send, and track invoices, manage recurring billing, and integrate with popular accounting software like QuickBooks and Xero.”

Sprint Planning Preparation

You’re preparing for sprint planning and need stories ready for the team. Use the tool to:

• Break down Features into sprint-sized stories
• Ensure acceptance criteria are clear and testable
• Generate consistent story points estimates as starting points
• Create stories the team can discuss and refine

Roadmap Execution

You have a quarterly roadmap with high-level initiatives. Use the tool to:

• Decompose roadmap items into EPICs and Features
• Create structure for tracking and reporting
• Ensure initiatives have measurable goals
• Communicate scope to stakeholders

Backlog Refinement Sessions

Your backlog needs regular grooming. Use the tool to:

• Break down large items that have accumulated
• Add acceptance criteria to vague stories
• Generate alternatives for complex requirements
• Prepare items for team discussion

Technical Debt and Infrastructure Work

You need to document technical initiatives. Use the tool to:

• Structure technical work in agile format
• Define acceptance criteria for non-functional requirements
• Connect technical work to business value
• Make infrastructure work visible and estimable

MVP Definition

You’re defining a minimum viable product. Use the tool to:

• Generate comprehensive feature list
• Prioritize ruthlessly using P0/P1/P2
• Identify minimum scope for launch
• Plan post-MVP iterations

Writing Great User Stories

Great user stories start with understanding your users. Use the User Persona Builder to create detailed user profiles that inform your story writing.

The Classic Format

“As a [type of user], I want [goal] so that [benefit].”

This format ensures every story is user-centric and value-driven. Each element matters:

• As a [user] — Who benefits from this?
• I want [goal] — What do they want to do?
• So that [benefit] — Why does it matter?

Strong Examples

Weak Examples to Avoid

INVEST Criteria

Great user stories follow the INVEST acronym:

Writing Effective Acceptance Criteria

Acceptance criteria define what “done” means. Without them, completion becomes subjective. Once you’ve defined your acceptance criteria, use the Test Case Generator to automatically create comprehensive test cases that verify each criterion.

Given/When/Then Format

The most precise format for acceptance criteria:

Example: Apply Coupon Feature

Given I am on the checkout page with items in my cart
When I click "Apply Coupon" and enter a valid code
Then the discount is applied and the total updates immediately

Given I am on the checkout page
When I enter an expired coupon code
Then I see an error message "This coupon has expired"

Given I am on the checkout page
When I enter a code I've already used
Then I see an error message "You've already used this coupon"

What to Include

• Happy path — The expected successful flow
• Edge cases — Boundary conditions and limits
• Error handling — What happens when things go wrong
• Performance criteria — Response times, capacity limits
• Accessibility — Screen reader support, keyboard navigation

Acceptance Criteria Checklist

Prioritization Frameworks

The tool uses P0-P3 priority levels. Here’s how to use them effectively:

Priority Definitions

The MoSCoW Method

Some teams prefer MoSCoW prioritization:

RICE Scoring

For more quantitative prioritization, consider RICE:

RICE Score = (Reach × Impact × Confidence) / Effort

Prioritization Tips

• Be ruthless — If everything is P0, nothing is P0
• Limit P0s — Target 20-30% of items as P0
• Revisit regularly — Priorities change as you learn
• Include stakeholders — Priority is a business decision, not just technical

Estimation with Story Points

Story points measure relative effort, not time. They account for complexity, uncertainty, and risk.

Fibonacci Scale

Most teams use Fibonacci numbers: 1, 2, 3, 5, 8, 13

Estimation Tips

• Estimate as a team — Planning poker ensures diverse perspectives
• Compare to reference stories — “Is this bigger or smaller than X?”
• Don’t convert to hours — Story points are relative, not absolute
• Split anything over 13 — If it’s that big, you don’t understand it well enough
• Uncertainty is okay — Include risk in your estimate

Common Backlog Challenges

Challenge: Backlog Is Too Large

Symptoms:

• Hundreds of items, most never touched
• Team doesn’t know priorities
• Stakeholders lose confidence

Solutions:

• Ruthless pruning — Delete items untouched for 6+ months
• Two-tier backlog — “Ready” items vs. “Ideas”
• Regular grooming — Weekly, not monthly
• Limit WIP — Cap items in “ready” state

Challenge: Stories Are Too Big

Symptoms:

• Stories carry over multiple sprints
• Estimations are consistently wrong
• “Almost done” items stuck in sprint

Solutions:

• Split by workflow step — Research, build, test as separate stories
• Split by user type — Different stories for admin vs. user
• Split by data — Handle one product type first
• Apply 13-point rule — If over 13 points, break it down

Challenge: Unclear Requirements

Symptoms:

• Developers keep asking questions
• Stories rejected in review
• Scope creep during sprint

Solutions:

• Definition of Ready — No story enters sprint without criteria
• Three Amigos — Dev, QA, and PM review before sprint
• Acceptance criteria checklist — Happy path, edge cases, errors
• Reference designs — Link mockups and specs

Challenge: Prioritization Conflicts

Symptoms:

• Stakeholders disagree on what’s important
• Everything is “urgent”
• Team doesn’t know what to work on

Solutions:

• Use RICE or WSJF — Quantitative prioritization
• Stakeholder alignment sessions — Get agreement before sprint
• Single prioritizer — Product owner has final say
• Transparent criteria — Published prioritization framework

Challenge: Technical Debt Accumulation

Symptoms:

• Velocity decreasing over time
• Developers avoid certain areas of code
• Bugs recurring in same areas

Solutions:

• Dedicate capacity — 20% of each sprint for tech debt
• Make debt visible — Add to backlog as stories
• Connect to business value — “Refactor X to enable Y”
• Track debt metrics — Code quality, bug rates

Exporting to Project Management Tools

Jira Import

1. Download your artifacts as JSON
2. Use Jira’s CSV import or “Jira Importers Plugin”
3. Map fields:
   • EPIC → Epic
   • Feature → Story (with Epic Link)
   • User Story → Sub-task or Story

Field mapping:

Azure DevOps

1. Export as JSON
2. Use Azure DevOps REST API or Excel import
3. Map to Work Item types:
   • EPIC → Epic
   • Feature → Feature
   • User Story → User Story or Product Backlog Item

Linear, Asana, Notion

1. Export as Markdown or JSON
2. Copy/paste into your tool
3. Adjust formatting as needed
4. Create relations/hierarchy manually

Markdown Export

Perfect for documentation, wikis, or sharing with stakeholders who don’t use your project management tool.

AI Provider Options

This tool offers three ways to generate your agile artifacts. To understand the differences between AI providers and models, see the guide on understanding the AI landscape:

Google Gemini (Default)

Uses our server-side Gemini integration. No setup required — just enter your details and generate. Learn more about how Large Language Models work to understand the technology powering this tool.

OpenRouter (Free Models)

Access various free AI models through OpenRouter. Great for experimenting with different models at no cost.

Bring Your Own Key (BYOK)

For users who want full control. Use your own API keys with Gemini or OpenRouter. Your API key goes directly to the provider — it never touches our servers.

BYOK Setup

Google Gemini API Key

1. Visit Google AI Studio
2. Sign in and click “Create API Key”
3. Copy your key

Recommended models (December 2025):

• gemini-3.0-flash — Latest flagship, optimized for speed
• gemini-3.0-pro — Most powerful reasoning model
• gemini-2.5-flash — Fast and cost-effective

OpenRouter API Key

1. Visit OpenRouter
2. Create an account and go to API Keys
3. Create and copy your key

Recommended free models (December 2025):

• meta-llama/llama-4-maverick:free — Strong reasoning and structure
• deepseek/deepseek-v3.1:free — Excellent for detailed content
• qwen/qwen3-32b:free — High-quality generation

Browse OpenRouter Models for options ranging from free to premium.

Common Mistakes to Avoid

EPICs That Never End

If an EPIC has been open for 6+ months with no end in sight, it’s too big. Break it into multiple EPICs with clear completion criteria.

Features Without Clear Value

Every Feature should deliver demonstrable user value. If you can’t explain the benefit to a stakeholder, reconsider if it’s needed.

Stories That Are Tasks

“Set up database” is a task, not a story. Stories should be user-facing and valuable on their own. Reserve tasks for the implementation breakdown within a story.

Skipping Acceptance Criteria

Without clear acceptance criteria, “done” becomes subjective. This leads to rejected stories, scope creep, and team frustration. Define criteria upfront.

Ignoring Dependencies

Note dependencies between Features and Stories. This helps with sprint planning, risk management, and parallel development.

Writing in Isolation

The best backlogs are collaborative. Get input from engineering, design, QA, and stakeholders. Refinement sessions exist for a reason.

Treating Generated Content as Final

AI-generated artifacts are starting points, not finished products. Add your team’s context, domain expertise, and organizational knowledge.

Frequently Asked Questions

Can I import the output into Jira?

Yes! Download as JSON and use Jira’s bulk import feature or a third-party tool. The structure maps well to Jira’s hierarchy (Epic → Story → Sub-task).

How many Features and Stories are generated?

By default, 3-5 Features per EPIC and 3-5 Stories per Feature. You can add more using the “Add” buttons or remove ones that aren’t needed.

Can I edit the generated content?

Absolutely! Click “View Details” on any item to see and edit all fields. Use the “Rewrite with AI” button for AI-assisted refinement.

What’s the difference between EPIC and Feature?

EPICs are strategic initiatives spanning multiple sprints (1-3 quarters). Features are functional capabilities deliverable in 1-3 sprints. Features belong to EPICs.

How do I estimate Story Points?

Story Points measure relative effort, not time. Use the Fibonacci sequence (1, 2, 3, 5, 8, 13). A “1” is trivial, “13” is complex. If it’s bigger than 13, break it down.

Should I generate everything at once?

For planning, generate the full hierarchy to see the complete picture. For ongoing work, you might generate just the EPIC first, then add Features and Stories as you learn more.

How do I handle non-functional requirements?

Include NFRs as acceptance criteria on Features or as dedicated Stories. Performance, security, and accessibility requirements are valid backlog items.

What if my team uses Kanban instead of Scrum?

The artifacts work for any agile methodology. Use EPICs and Features for organizational hierarchy. Stories flow through your Kanban board like any other work item.

Making the Most of Generated Artifacts

Use It as a Starting Point

AI-generated artifacts provide structure and coverage. Add your specific context, team knowledge, and domain expertise to make them truly yours.

Iterate and Refine

Generate multiple versions with different detail levels. Combine the best elements from each. Refinement is part of the process.

Collaborate with Your Team

Use generated artifacts as conversation starters in refinement sessions. Your team’s feedback will reveal gaps, clarify requirements, and build shared understanding.

Build a Template Library

Save well-structured EPICs as templates for future projects. Over time, you’ll build a collection of proven patterns for your domain and team.

Connect to Your Process

Integrate generated artifacts into your existing workflow. Use them as input to sprint planning, roadmap reviews, and stakeholder discussions.

Why Good Backlogs Matter

A well-maintained backlog is the foundation of successful agile delivery. Teams with clear, well-structured backlogs:

• Deliver faster — Less time debating scope, more time building
• Have fewer bugs — Clear acceptance criteria catch issues early
• Estimate accurately — Well-defined stories enable better planning
• Stay aligned — Everyone understands what and why
• Adapt quickly — Prioritized backlog enables rapid pivots

Your product deserves clear, comprehensive backlog items. Start building.