What to Expect When You Commission Custom Software

If you've never hired a developer to build custom software, the process can feel opaque. How much should it cost? How long will it take? How do you know if you're getting what you paid for? Here's what a good engagement looks like.

Phase 1: Discovery (1-2 weeks)

Before any code is written, a good developer will want to deeply understand your business. This isn't a formality — it's the most important phase of the entire project.

Expect questions about your current workflows, pain points, who uses the systems, what data matters most, and what success looks like. The output is a clear scope document that describes exactly what will be built and why.

Red flag: If someone starts coding before understanding your business, that's a sign they're building what they know how to build — not what you actually need.

Phase 2: Design & Architecture (1-2 weeks)

With requirements clear, the developer designs the system architecture and creates wireframes or mockups of key screens. You should see and approve these before development begins.

This phase should answer: What will the application look like? How will data flow? What integrations are needed? What's the deployment plan?

Phase 3: Development (2-16+ weeks)

This is where the software gets built. Good developers work in short cycles (sprints), delivering working functionality every 1-2 weeks. You should see demos, provide feedback, and be able to adjust priorities as you learn.

What to expect: Regular check-ins, demo sessions, and access to a staging environment where you can test the software yourself.

Red flag: If a developer goes silent for weeks and then reveals the final product, you've lost the ability to course-correct. Demand visibility throughout.

Phase 4: Testing & Launch (1-2 weeks)

Before going live, the application goes through testing: functional testing, performance testing, security review. Your team should participate in user acceptance testing (UAT) to verify everything works as expected.

Launch itself should be planned and staged — not a big bang. Good developers deploy to production methodically and monitor for issues.

Phase 5: Support & Iteration

Software isn't "done" at launch. Real users will find edge cases, request changes, and need training. Plan for at least a few weeks of post-launch support, and consider an ongoing maintenance agreement.

What Should It Cost?

Honest answer: it depends on complexity. But here are rough ranges for a solo developer or small studio:

• Simple internal tool: $5,000 - $15,000
• Mid-complexity web application: $15,000 - $50,000
• Complex multi-module system: $50,000+

Be wary of estimates that are dramatically lower — you may be getting inexperience or shortcuts that cost more to fix later.

How to Be a Great Client

The best outcomes happen when clients are engaged throughout. Respond to questions quickly, attend demo sessions, provide honest feedback, and trust the process. Your developer is your partner, not a vendor you hand requirements to and check back in three months.