Should we build or buy?
Compare an existing product against the tasks that matter. Include subscriptions, configuration, connections, data ownership and the staff time needed to work around its limits.
Before you commission a build
Explain the task before listing the features.
A developer can give a more useful proposal when the people, records and exceptions are clear.
A practical project brief
The custom software planning guide walks through the current task, first release, data move and operating handoff.
Can we keep our existing tools?
Often a focused addition or connection is worth reviewing. Identify what the current tools do well and the specific handoff they do not support.
What makes the estimate change?
Different user roles, messy source data, vendor integrations and unusual exceptions can change the effort more than the number of screens. Put those assumptions in the proposal.
What belongs in the first phase?
A task that delivers a useful result from start to finish. It still needs appropriate permissions, failure handling and a way for staff to get help.
Can AI be part of the application?
Possibly, where a specific task benefits. An AI suggestion still needs an agreed review step, appropriate data handling and checks for incorrect answers. Include its usage cost and fallback in the scope.
Who owns it after launch?
Agree on the code, accounts, data access, deployment instructions and support. A custom application needs a named operating owner as well as an initial builder.
Bring one example of the work.
Describe the process you want to improve without sending private business records.