The key points
- Two quotes are only comparable when they describe the same scope.
- Ownership of code, hosting and accounts should be written down.
- Ask what is excluded, because exclusions become change requests.
- Support after launch is part of the price, even when billed separately.
Why do quotes for the same project look so different?
Because the suppliers are usually not quoting the same thing. One may assume a handful of screens and no testing; another may include workflow mapping, security basics, documentation and a support period after launch. The cheaper one has not found a trick. It has left things out, and they come back later as extras.
The quickest check is to ask each supplier to restate the project in their own words. If the two descriptions differ, the two prices cannot be compared yet. What drives custom software cost explains where the gaps usually come from.
What should every quote state in writing?
What is built, what is explicitly not built, how many rounds of changes are covered, how change requests are priced, who owns the code, hosting and third-party accounts, and what support follows launch. Add how often you will see working software and who your day-to-day contact is.
We work to a fixed-price proposal after workflow mapping, build in sprints with weekly demos, hand over the repository and accounts, and include a support period in the engagement. Whoever you choose, ask for the same list in writing.
- Scope and exclusions
- Review rounds and change-request pricing
- Ownership of code, hosting and accounts
- Demo rhythm and named contact
- Support after launch
Which warning signs matter most?
A quote that cannot say what it excludes. A supplier who agrees to every request without questioning scope, since that usually means the cost arrives later. Code delivered only as an archive at the end, which leaves you dependent on them. And no written position on who pays when something goes wrong in the first weeks after launch.
A supplier who challenges your scope, tells you what could wait and says when you do not need custom software at all is usually pricing honestly.
How do you make a fair decision?
Ask the same questions of every supplier, in the same order, and score the written answers. If two remain, ask each for a smaller first phase, such as an MVP, with working software at the end. How they scope the small version tells you more about how they will behave than any presentation. Negotiating scope rather than only price is a skill in itself, and part of what our professional and corporate communication course teaches.
Two quotes for the same project, read side by side
| Aspect | A quote that leaves things out | A quote that states everything |
|---|---|---|
| Scope | A feature list with no exclusions | Features, exclusions and assumptions written down |
| Change requests | "Extras" priced when they arise | Review rounds included; change pricing stated |
| Ownership | Code delivered as an archive, accounts unclear | Repository, hosting and accounts in your name |
| Testing and handover | Not mentioned | Testing, documentation and handover listed |
| Support | Not mentioned, or billed per incident | Support period and what it covers stated |
Put every quote through this list
- Does it describe the same scope as the others, in the same words?
- Is what is excluded written down?
- Who owns the code, hosting and accounts?
- How many review rounds are included, and how are changes priced?
- How often will you see working software?
- What support follows launch, and for how long?
Sources
Rules and guidance this answer relies on. Policies change, so check the current version before acting on it.