How to write a software brief a studio can actually quote
"We need an app like Uber" cannot be priced honestly. A one-page brief that names the users, the three jobs the software must do and the deadline can. Here is what to put in it.
Quotes for the same software idea can vary by ten times. Usually that is not because one studio is greedy and another is cheap; it is because each one imagined a different product. A short, clear brief makes quotes comparable and saves weeks of back and forth.
It does not need technical language. It needs the facts only you know about your business.
What to put in one page
- The problem: what is slow, expensive or impossible today, in two or three sentences.
- The users: who will use it (customers, staff, managers, drivers) and roughly how many of each.
- The must-have jobs: the three to five things the first version must do. Everything else is a wish list.
- What exists already: current software, spreadsheets, payment providers, anything the new system must connect to.
- Where it runs: website, phone app, both, or an internal tool on office computers.
- Deadline and why: a launch event, a season, a contract date.
- Budget range: even a rough range lets a studio propose the right size of first version.
Seven short sections are enough for an honest first estimate.Must-haves versus the wish list
The most useful thing a brief can do is separate what the first version needs from what would be nice later. A focused first version launches sooner, gets real feedback, and makes the second version better informed.
An example split for a delivery business (illustrative only).| First version | Later |
|---|
| Customers place and track orders | Loyalty points |
| Riders see and update their deliveries | Route optimisation |
| Staff manage orders and riders | Detailed analytics |
| Cash on delivery and one online payment | Wallet and referral credits |
Why a budget range helps you
What a range lets a studio do
Sharing a range can feel like giving away a negotiating position. In practice it lets a studio tell you honestly what fits: the full idea, a smaller first version, or a different approach such as an existing platform with a few custom parts. Without it, every quote is a guess at what you meant.
What a good studio should send back
- Questions: a good reply asks about the parts you left unclear rather than guessing.
- A written scope: what is included, what is not, and what counts as a change.
- Stages with something you can see and use at each one.
- What happens after launch: fixes, hosting, ownership of code and accounts.
A brief does not need to be long. It needs to be specific about the few things only you know.
Frequently asked questions
Should we include designs or sketches?
If you have them, yes. Even photos of hand-drawn screens or screenshots of apps you like help a lot. They are not required.
Do we need to sign an NDA first?
For most ideas a short description is enough to get a first estimate. If the details are sensitive, ask for an NDA before sharing them; any serious studio will sign one.
Fixed price or hourly?
Fixed price per stage works well when the scope is clear. Hourly suits ongoing work and projects that will change a lot as you learn. Many projects use fixed stages first, then a monthly plan.
How quickly will we get a quote?
For a clear one-page brief, usually within a few working days, often after one short call to clear up open questions.