By Mo Hussein

4 min read

A custom software project runs in four steps: a first conversation about the problem, a written proposal with a fixed price and scope, the build, and launch. The steps are the same at most good studios. What differs is how much you see along the way, and that's what decides whether the finished software matches what you meant.

This is how it works at Vectisflow, and what to ask any supplier about.

1. The estimate and discovery call

It starts with the problem. On a first call we want to know what takes too long today, who does that work, what tools are involved and what a good result would look like in six months.

You don't need a specification. A rough description and a few examples are more useful, such as a copy of the spreadsheet, a screenshot of the form or a forwarded email that shows the back-and-forth. Our project estimate gives you a price range before the call, so nobody spends twenty minutes on something that's outside your budget.

If you want to get more from the call, our guide to preparing for a discovery call lists what to have ready.

2. The written proposal

After the call you get a proposal in writing. It should say what will be built, what's deliberately left out, what's needed from you, how you'll both know it's finished, and the price and timeline. No work starts until you've agreed it.

The "left out" section matters more than people expect. Most arguments at the end of a project come from something one side assumed was included. Our guide to what a good software proposal includes has a checklist you can hold any supplier's proposal against.

3. The build, where you can see it

This is the longest step, and where projects most often go wrong. The usual failure is simple: the client sees nothing for weeks, then gets the finished thing, and it's not quite what they meant.

We avoid that by showing working software as it takes shape, rather than slides or mock-ups. You click through real screens with your own data early, while changes are still small. You'll be asked for:

  • Quick answers to questions about how things work today.
  • Real data to test with, such as last month's jobs, a price list or a customer export.
  • Someone to try each piece and say what's wrong, plainly.

If you can't give that time, say so at the start. A project where the client is unavailable for three weeks slips by three weeks, however good the developers are.

4. Launch

At launch the software goes live and your team gets a walkthrough. If you're replacing a spreadsheet or another system, your existing data is imported and checked with you first.

Then you choose how it's run. Either we host and look after it for a monthly fee, or everything is handed over into your name so you or any developer can run it. Our guide to managed hosting or full handover explains the trade-off.

Where projects usually slip

It's rarely the code. Delays usually come from:

  • Decisions nobody owns. One named person on your side who can say yes or no saves more time than anything else.
  • Data that's messier than anyone thought. Plan for a clean-up before the import, not during it.
  • New ideas mid-build. They're often good ideas. Write them down for a second phase instead of squeezing them into the first.

What to ask any supplier

  • Will I see working software before the end, and how often?
  • Who is my day-to-day contact, and will it change?
  • What's out of scope, in writing?
  • Who owns the code, and when?
  • What does it cost to run after launch?

A supplier who answers these clearly before you sign is likely to run the project the same way.

Common questions

How long does custom software development take?

It depends on the size of the project, and the proposal should state it before work starts. A focused tool that replaces one process is much quicker than a system that touches every part of the business.

Do I need a full specification before I get in touch?

No. A description of the problem and a few real examples are enough to start. Working out the detail is part of the discovery and proposal steps.

Can the scope change once the build has started?

Yes, but changes should be agreed in writing with any effect on price and timeline. Small adjustments found while testing are normal. New features are usually better left for a second phase.

What happens after launch?

You choose between managed hosting, where the supplier runs and maintains it for a monthly fee, and a full handover, where everything moves into your name.

See our custom software development services, get a price range with the project estimate, or book a free discovery call to talk it through.