How to choose a software company for your business

1. Explain your problem before requesting a price

Describe what happens today, what is slowing you down, and what a successful result looks like. A useful brief might say: “Staff enter the same customer details in three systems. We need one record that updates the other two.” That gives a supplier something concrete to investigate.

Ask the company to explain the proposed workflow back to you. They should ask who uses it, what can go wrong, who approves changes and how you will know the work is ready. A long feature list without those questions can hide important gaps.

2. Ask for relevant work you can examine

Look for a demonstration related to your problem: accounts and permissions for a portal, stock and payments for a store, or source-grounded answers for an AI assistant. The project does not have to be in your exact industry, but the company should explain which parts are relevant.

Ask what the team actually built and who will work on your project. An attractive screenshot shows design; a working demonstration helps you assess the process, error handling and ease of use. If a client reference is available with permission, ask about delivery and support rather than relying only on the portfolio.

3. Compare written scopes, not just totals

Ask each supplier to quote the same brief. Check included platforms, user roles, integrations, data migration, testing and deployment. Record exclusions so that a lower price is not simply a smaller deliverable.

Also ask how changes are priced. New requirements are normal, but their effect on budget and timing should be agreed before the extra work begins.

4. Clarify ownership and handover

Ask who owns the custom code and business data, who controls hosting and app-store accounts, and what you receive at handover. Request source code access, deployment instructions and the credentials or account access needed to operate the product.

Third-party services and licensed components may have their own terms. Ask the supplier to identify those dependencies. You should understand what happens if you switch providers later.

UNO’s clients own their code and data. For any supplier, make sure the agreed ownership and handover are written down rather than assumed.

5. Understand delivery and support

Agree milestones with something you can review at each stage: an approved flow, a working version, testing results and a launch checklist. Ask how often you will see progress and who will answer your questions.

For a large idea, a focused first release may help you test the core workflow before committing to every feature. A short timeline needs a small, agreed scope; it should not be treated as a promise that every product can launch in a week.

After launch, distinguish bug fixes from new features. Ask what support includes, how urgent problems are reported and whether recurring services are billed separately. A monthly number without a defined service is difficult to compare.

6. Use this shortlist checklist

• Can they explain your process and demonstrate relevant work?
• Are deliverables, exclusions and acceptance checks written down?
• Does the quote identify platforms and recurring costs?
• Is there a clear process for changes and progress reviews?
• Are ownership, account access and handover agreed?
• Are support responsibilities and charges defined?

If an answer is missing, ask for it before accepting. A good working relationship starts with clear expectations, not only an attractive price.

For budget planning, read UNO’s app-cost guide. For a smaller first release, read our MVP process.