Commissioning software for the first time can feel like buying a house without a surveyor. Quotes arrive in different formats, every supplier uses different jargon, and it is hard to tell which proposal will actually deliver. If you are researching custom software development in the UK, a little preparation will make the whole process calmer and far more predictable.
Think of this article as a checklist you can work through before, during and after choosing a supplier.
Before you contact anyone
Spend an afternoon writing down the essentials. You do not need technical knowledge for this.
- The problem: what is slow, error-prone or impossible today?
- The people: who will use the software, and how comfortable are they with technology?
- The systems: which existing tools must it talk to, such as Xero, Sage, Microsoft 365 or a warehouse system?
- The must-haves: the handful of features without which the project fails.
- The nice-to-haves: everything else, clearly labelled as optional.
Sharing this with suppliers means their quotes will be based on the same information, which makes them far easier to compare.
Comparing proposals fairly
When proposals come back, look past the headline figure. Check what each one actually includes: design, testing, project management, deployment, documentation and post-launch support are sometimes left out of cheaper bids. A quote that seems low may simply cover less.
Also look at how each supplier describes risk. Someone who lists assumptions and unknowns openly is usually more trustworthy than someone who claims everything is straightforward.
Pricing models you will meet
- Fixed price: suits small, well-understood projects or a discovery phase.
- Time and materials: you pay for actual effort, with regular reviews of progress.
- Capped time and materials: a middle ground with an agreed ceiling.
Effort rises with integrations, complex permissions, heavy reporting, data migration and any need for mobile apps. Confirm whether prices are in pounds and whether VAT is included.
UK-specific considerations
UK GDPR and data handling
If the software stores personal data, you will need a lawful basis for processing, sensible retention periods and the ability to answer subject access requests. Your supplier should sign a data processing agreement and explain where data is hosted.
Security expectations
Larger customers and public-sector buyers increasingly ask suppliers about security standards such as Cyber Essentials. Even if you do not need certification, ask how the developer handles secure coding, password storage, backups and access to production systems.
Accessibility
If your software will be used by the public or by public bodies, accessibility guidelines matter. Building them in from the start is much cheaper than fixing them after an audit.
Contract terms to check
- You own the intellectual property once you have paid.
- You have access to the code repository throughout, not just at the end.
- There is a warranty period for defects.
- Change requests have a clear, written process.
- Termination terms include a full handover of code, credentials and documentation.
Some businesses also consider source code escrow, though owning the repository directly usually makes this unnecessary.
During the project
Expect to see working software regularly, ideally every one or two weeks. Nominate one decision-maker on your side so the supplier is not chasing several people for answers. Test early builds with real staff, because their feedback is worth more than any specification.
Remote suppliers can work very well here, provided they keep a dependable overlap with UK hours and communicate clearly in writing.
Frequently asked questions
How detailed does my brief need to be?
Not very. A clear problem statement, a list of users and a short set of must-have features is enough for a good supplier to start a meaningful conversation.
Can I change requirements once development starts?
Yes, especially under time-and-materials. Changes are normal, but each one should be estimated and agreed before work begins.
Should I pay for a discovery phase?
For anything beyond a small tool, it is usually worth it. You come away with clearer scope, designs and a more reliable estimate, even if you decide not to proceed.
Next step
Read about our software development process or see the full range of services we offer. Export Apps works remotely with UK organisations of many sizes. Get in touch with your checklist and we will give you honest feedback on scope and approach.