StackBridge Labs

What to prepare before you talk to a software company: a one-page brief

A checklist of what to write down before a software project, so quotes are accurate and the first conversation is productive.

By the StackBridge Labs team · Published · Last reviewed · 2 min read

We build and sell some of the software and services mentioned in our guides, and we say so where it applies.

The quality of a quote depends on the quality of the brief. You do not need technical language. A single page of plain answers makes the first conversation faster and the price more accurate.

The one-page brief

  1. What does your business do, and how many people work in it?
  2. What problem are you solving? For example: “Leave approvals take days”, or “We lose enquiries from WhatsApp.”
  3. Who will use the system? Roles such as owner, manager, staff and customer, and roughly how many of each.
  4. What happens today? Describe the current process step by step, even if it is messy.
  5. What must the system do? Your must-haves, kept to a short list.
  6. What would be nice to have later? These are valuable, but they are not required for launch.
  7. What does it need to connect to? Accounting software, payment gateways, a CRM, WhatsApp, devices.
  8. What data exists already? Spreadsheets or records that need to be moved in.
  9. Where will it be used? Phone, desktop, shop floor, in the field.
  10. What is your timeline and budget range? Honest ranges help a vendor suggest the right scope.
  11. Who decides? Name the person who will approve scope and payment.

Sort must-haves from nice-to-haves

A short must-have list keeps cost and timeline under control. Everything else can be a second phase. Many projects run late because every wish is treated as essential.

Questions to ask the vendor

  • Is there a ready-made product that already covers most of this?
  • What exactly is included in the price, and what counts as extra?
  • How are payments staged?
  • What do I receive at handover: access, documentation, training?
  • What support follows launch, and for how long?

How our process begins

Our process starts with a free consultation and a requirements discussion, which is where a brief like this helps most. You can see every step, including how payments are staged, in the project roadmap.

Not sure where to begin? Try the software finder, or tell us about your business and we will point you to the right next step.

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