How We Scope a Software Project (And Why We Give Fixed Prices)

The Problem with Hourly Billing

Most software development companies bill by the hour. On the surface, this seems fair — you pay for the time spent. But in practice, it creates bad incentives:

We've been on both sides of this, and we think there's a better way.

How We Do It Instead

Step 1: Free Discovery Call (30 min)

We start with a conversation. You tell us what you need, we ask questions. No commitment, no pitch. By the end, we both know if it makes sense to continue.

Step 2: Detailed Scope Document

If we're a good fit, we write a detailed scope document. This describes:

This takes us 2-3 days and it's free. Yes, free. We'd rather spend time on a good scope than deal with misaligned expectations later.

Step 3: Fixed Price Quote

Based on the scope, we give you a single number. That's what you pay. No hidden fees, no "oh, this took longer than expected" surprises.

If the scope changes mid-project (it happens), we discuss it openly. We'll tell you the impact on price and timeline before making any changes.

Step 4: Build in Phases

We break the project into phases (usually 1-2 week sprints). At the end of each phase, you see working software. You can give feedback, adjust priorities, or even stop the project if it's not working out.

What If You Underestimate?

Good question. If we underestimate the work, that's on us — not you. The fixed price holds unless the scope changes. This is why we put so much effort into the scoping phase.

We've been doing this long enough to estimate accurately, but we also build in a reasonable buffer for unknowns. We'd rather quote slightly higher and deliver early than the other way around.

What If I Want Changes?

Changes within the original scope: included.

Changes outside the scope: we'll give you a separate quote. No pressure to accept.

We keep a shared document of all decisions, so there's never confusion about what was agreed.

Why This Works Better

For you: predictable budget, no surprise invoices, freedom to ask questions without watching a meter.

For us: we can focus on building the best solution instead of tracking hours. We're motivated to be efficient (same money, less time = we can take on more projects).

A Word on Overages

Here's where we differ from other fixed-price shops: if our estimate is wrong and the project takes longer, you don't pay more. If our estimate is too generous and we finish early, you still pay the agreed amount. That's what "fixed price" means.

This only works if we're good at scoping. And we are, because that's where we invest the time.

Ready to talk about your project? [Let's chat](/contact).