A software quotation is more than a price. It sets expectations for scope, timeline, ownership and how you’ll work together. Before you sign, check it covers these points.
The checklist
1. The problem and the goal
The quote should describe the business problem it solves and what success looks like, not just a list of features.
2. A clear scope
What’s included, and just as important, what isn’t. Vague scope is the most common cause of disputes.
3. Price, in writing
Is it fixed or estimated? Does it include GST? Is it split into stages with a price for each?
4. Deadline and milestones
A launch date and the key milestones along the way.
5. How progress is shared
How often will you see working progress? We recommend a review meeting every two weeks; see how agile two-week sprints keep a project on track.
6. How changes are handled
What happens when you want something different halfway through?
7. Ownership
You should own the code, designs, content and accounts once paid for. Make sure it’s written down.
8. Hosting and running costs
Ongoing costs for hosting, licences and third-party services, so there are no surprises later.
9. Support after launch
Is there a warranty period? What does ongoing support cost?
10. Security and data
Where your data is stored, who can access it and how it’s backed up. If AI is involved, read is your data safe with AI?.
Red flags
- No written scope, just a total price.
- No mention of who owns the code.
- No regular progress reviews.
- Every change “to be quoted” with no process.
Related reading
- How much does a website cost in NZ?
- Website redesign without losing your Google rankings
- How much does it cost to build an app in NZ?
- Custom software vs off-the-shelf
Want a quotation that ticks every box? Ours include scope, price and deadline in writing, two-weekly reviews and full ownership. Request a free quotation or read how we work. For bespoke systems, see custom software development.
