Why prices vary so much
“Custom software” covers everything from a simple form that saves jobs to a list, through to a system that runs a whole business. The words used to describe a project rarely show how much is underneath it.
Take a job tracking tool. For one person in an office, it might be a few screens and a simple database. For a team of drivers or field staff, it might need logins, permissions, a mobile layout that works with poor coverage, photos, signatures and a link to the accounting software. Same name, very different build.
That’s why I ask detailed questions before giving a price. A figure given before the work is understood is a guess, and guesses tend to go up.
What drives the cost
A handful of things decide most of the effort in a custom system. When you describe your project, these are the details that matter most.
- Users and roles: how many types of user there are, and what each one can see or change. Office staff, field staff, managers and customers each need their own rules.
- Integrations: every connection to another system, such as accounting, payments, email or a supplier’s software, has to be built, tested and kept working when that system changes.
- Offline use: if people need to record work without mobile coverage, the app has to store data on the device and sync it safely later. That adds real work.
- Reporting: a simple list of jobs is quick. Reports that combine data, filter by date, staff or customer, and export in a set format take longer.
- Data migration: moving records from spreadsheets or an old system often means cleaning, matching and checking the data before it can be imported.
Web app or native mobile app?
A web app runs in a browser on a phone, tablet or computer. There’s one version to build and maintain, updates reach everyone straight away, and there are no app store approvals. For many internal business tools, this is the practical choice.
A native app is installed from the Apple App Store or Google Play. It can make sense when you need strong offline use, deeper access to device features such as the camera or location, or a polished app for customers. It usually costs more to build and maintain, and store publishing adds steps.
Sometimes a web app that can be added to the home screen gives most of the benefit for less. I’ll explain the trade-offs for your situation rather than pushing one option.
Start with a smaller first version
The most reliable way to control cost is to build the part that solves the biggest problem first. Get it working, use it on real jobs, and then decide what to add.
A smaller first version is quicker to deliver and easier to test. It also shows which features people actually use. Ideas that seemed essential at the start often turn out to matter less than something nobody thought to mention.
Ongoing hosting, support and changes
The build is only part of the cost. Software needs somewhere to run, and it needs looking after once people rely on it.
Budget for hosting and any third-party services the system uses, such as email sending, file storage or map services. Plan for support when something goes wrong, and for changes as the business changes. Backups and recovery should be agreed up front. I quote them separately so you can see what’s covered.
Comparing with off-the-shelf subscriptions
An existing product is often cheaper to start with, and it may be the right answer. Compare the full picture over a few years, though: subscription fees per user, add-ons, the time staff spend on workarounds, and whether you can get your data out if you leave.
Custom software makes more sense when your process doesn’t fit the products available, or when you need several systems to work together in a specific way. My guide on choosing between custom software and off-the-shelf tools goes through that decision in more detail.
How I quote
I write down the scope before I price it: what the system will do, who will use it, what it connects to and what is not included. Once we agree on that scope, I give you a fixed price for it.
If you want something changed or added after work starts, I quote the change before doing it. You decide whether it goes ahead, and nothing gets added to the bill without your approval. I’m not registered for GST, so no GST is added, and I usually reply to enquiries within two business days.
What to prepare
You don’t need a technical specification. A clear description of the problem is more useful. The detailed Project Builder walks you through questions like these.
- One typical job or task, written out from start to finish
- Who will use the system, and roughly how many people
- The software you already use and want to keep
- Where records live now, such as spreadsheets, paper or another system
- Anything that must work without mobile coverage
- The reports or totals you need at the end of the week or month