Commissioning custom software is one of the biggest technology investments a company makes. It's also one of the riskiest: projects that take twice as long, budgets that balloon or, worst of all, a system that works in the demo but not in daily operations.
Most of those problems can be spotted before signing the contract. These are the ten questions we recommend asking any vendor, including us.
About the code and ownership
1. Who owns the source code?
You should, and the contract must say so explicitly. If the vendor keeps ownership, you're tied to them for every future change.
2. Where does the code live, and will I have access?
Ask for the code to be in a repository (GitHub, GitLab, Azure DevOps) you can access from day one, not just at the end of the project. That way you see real progress and never depend on something being "handed over."
3. What documentation will I receive?
At a minimum: how to install and deploy the system, how it's organized and how its integrations are configured. Without documentation, any other team will have to start almost from scratch to maintain it.
About the way they work
4. How often will I see working progress?
Be wary of anyone who proposes disappearing for three months and coming back with a finished system. A good vendor shows working software every two or three weeks, so you can correct course in time.
5. Who will actually work on my project?
It's common for the senior team to join the sales process and different people to show up for delivery. Ask who they are, what experience they have and whether they'll be dedicated to your project.
6. How do you test the software before delivering it?
Ask about automated tests, code reviews between developers and a test environment separate from production. If the answer is "we test it manually at the end," expect bugs in production.
7. How do you handle security?
The software must protect passwords, validate what forms receive, control who can see what information and comply with data protection laws if it handles personal data. Security added at the end always costs more.
About the money and what comes after
8. Fixed price or time and materials?
Fixed price works when the scope is clear and stable. Time and materials works better when the product will evolve. What matters is that the model is clear and that you know what happens when requirements change, because they always do.
9. What happens after launch?
All software needs support: fixes, security updates and adjustments. Ask about the warranty period, response times and monthly support costs before signing, not after.
10. Can I talk to previous clients?
A vendor with real experience will have no problem giving you references. Ask those clients whether the project was delivered on time, whether the budget held and whether they would hire them again.
Red flags
- They give you a fixed price without truly understanding your process
- They ask about the technology but not about your business
- They promise timelines that seem too good to be true
- They can't show similar projects or provide references
- The contract doesn't mention code ownership or support
Our recommendation
Before requesting quotes, invest in a discovery phase: a few weeks to understand the process, define the scope and prioritize what truly adds value. That phase lowers the risk of the whole project and lets you compare proposals on the same basis.
That's how we work at Datandina: code in your repository from day one, deliveries every two weeks and support defined in the contract. If you're evaluating a project, get in touch and we'll help you define the scope, even if you end up working with another vendor.