How to request a software quote you can actually compare
To get software quotes you can compare, send everyone the same request: the problem, who will use it, the must-haves and your deadline. Then check every reply for scope, timeline, what's included and what happens after launch.
To get software quotes you can compare, send every developer the same request: the problem you want to fix, who will use it, what's essential and when you need it. If each person gets a slightly different version of your idea, you'll get answers that can't be lined up side by side.
This guide has two halves: what to share when you ask for a quote, and what to look at when the proposals come back. It works the same for a website, an app, an internal tool or a quoting tool.
Why quotes for “the same thing” rarely match
Say you ask three developers for “a website with a catalog.” One pictures twenty products you load once. Another pictures a catalog with stock levels and filters that changes weekly. The third pictures a full store with a cart and payments. All three reply in good faith, and all three are pricing different projects.
Nobody did anything wrong. The request just left too much to the imagination. The more specific you are, the more the proposals overlap in what they cover, and the easier it is to spot the differences that actually matter.
What to include in your request
You don't need a technical document. A long email or message that answers these points is plenty:
- Your business in two lines: what you sell, to whom and how you work today.
- The problem, not the tool: “we lose orders because we write them down in three places” says more than “I need a system.”
- Who will use it: your customers, your staff or just you, and on what: phones, the front desk computer, out in the field.
- Must-haves and nice-to-haves, listed separately, so each proposal can tell you what fits in a first phase.
- What you already have: spreadsheets, an old website, software you want to replace, social accounts.
- Your real deadline and the reason behind it: a trade show, a busy season, a product launch.
- References: sites or apps you like, and what exactly you like about each.
A shortcut: point at something similar
Words get interpreted; examples much less so. If you want a configurator for your product, open a demo like my 3D structures configurator and note what works for you and what doesn't. If you want a site with a catalog, send two or three sites from your industry and mark what you like.
If your request ends up long or messy, that's fine. My guide on how to write a project brief has a template to fit it on one page.
What to check in every proposal
| Look for | If it's unclear, ask |
|---|---|
| Scope: which screens, features and content are included | “Can I add and edit the products myself?” |
| Timeline: when you see progress and when it's delivered | “When do I see a first working version?” |
| Revisions: how many rounds of changes are included | “What if I want to change something once I see it?” |
| Content: who writes the copy and sources the photos | “Do I provide the text, or is it included?” |
| After launch: support, fixes and maintenance | “What happens if something breaks next month?” |
| Ownership: whose name the domain, accounts and data are under | “Will everything be in my name?” |
| Payment terms: when each part is paid | “Are payments tied to specific deliverables?” |
Only once two proposals cover the same scope does it make sense to compare the price.
Signs of a solid proposal
A good proposal restates your problem in its own words, which shows the developer actually understood it. It says what's included and also what isn't, which heads off arguments later. It has a timeline with milestones, not just an end date. And if something you asked for isn't a good idea, it says so and explains why, even if that means less work for them.
Be a little wary of enthusiasm without questions. If someone quotes a complex system without asking you anything, they're probably guessing. For that first conversation, here's a list of questions to ask a developer before hiring.
How I handle it
I work on my own, project by project. When a request comes in, I read what you sent and, if something's missing, I ask a few questions or suggest a short video call. Within 48 hours you get a proposal with scope, timeline and a fixed quote: you know what you'll get, when, and what it costs, with no surprises halfway through.
For bigger projects, I usually suggest starting with the part that pays you back fastest and leaving the rest for a second phase. I explain that approach in building software in phases. And if you're torn between custom work and an existing product, custom software vs off-the-shelf lays out how to decide.
Frequently asked questions
Should I say how much I want to spend?
You don't have to, but it helps. If you have a range in mind, sharing it lets the developer propose something that fits, even if it's split into phases. If you don't know, say that too: a good proposal will show you the options.
How many developers should I ask for a quote?
A few, chosen carefully. Two or three proposals answering the same request are enough to compare with good judgment. More than that tends to muddy things, because each reply raises new questions.
Why can two quotes for the same project be so different?
Almost always because they aren't quoting the same thing. One includes an admin panel for your data and the other doesn't; one plans for phone use and the other takes it for granted. That's why you compare scope before price.
How long does it take to get a proposal?
It varies by developer. In my case, with the details from your request and, if needed, a short video call, I send a proposal with scope, timeline and a fixed quote within 48 hours.
If your request is ready, or half ready, send it my way on WhatsApp at +54 9 11 6193-3176, by email at contacto@facundocampo.com.ar or through my [contact page](/en/contacto). I answer in English and Spanish, ask questions if I need to, and send a fixed proposal within 48 hours.