Start with your own goals
Before speaking to any vendor, write down what success looks like: the problem you are solving, who the users are, the must-have features for a first release and your realistic budget and timeline. A one-page brief makes every conversation more productive and makes proposals easier to compare.
Separate the essentials from the nice-to-haves. Good partners will challenge your scope and suggest a smaller first version that can be launched, measured and improved.
Check relevant experience, not just a long client list
Ask for examples similar to your project in complexity, industry or technology. A team that has built custom software with integrations, user roles and reporting will spot risks a brochure-site agency will miss.
Look for evidence of shipped, maintained products — not only designs. Ask what happened after launch: who supported it, how bugs were handled, and how the system evolved.
Understand how they work
A clear delivery process is a strong signal. You should know how requirements are captured, how often you will see working software, and how changes are handled.
- Short iterations (one to two weeks) with regular demos
- A shared backlog you can see and prioritise
- Automated testing and code reviews as standard practice
- A named project lead who is accountable for delivery
Ask about security and code ownership
Your software will hold customer data and business logic, so security cannot be an afterthought. Ask how authentication, data protection, dependency updates and access to production systems are handled.
Confirm in the contract that you own the source code, designs and documentation, and that the code lives in a repository you control. This protects you if you ever change partners.
Compare pricing models honestly
Fixed-price projects suit well-defined scopes; time-and-materials or a dedicated team suits evolving products. Neither is automatically cheaper. Ask each vendor what is included — design, testing, project management, deployment and post-launch support — so you compare like with like.
Watch for red flags
- A quote given without understanding your requirements
- No access to the code or project tools until the end
- Vague answers about testing, security or who will do the work
- Pressure to sign quickly with large upfront payments
Start small, then scale the relationship
A paid discovery phase or a small first milestone is the best way to evaluate a partner. You will see how they communicate, estimate and deliver before committing to a larger engagement.
If you would like an independent view of your project, our IT consulting team can review your plans, or you can talk to us about building it together.