You started by signing a contract. The software company promised an MVP in 12 weeks for a fixed price of 200,000 zlotys. “We’re the best in the industry—check out our portfolio.” You checked it out. Logos of well-known brands. Nice screenshots. No concrete figures.
After three months: “The scope has expanded; you’ll need to pay an additional 50,000.” You agreed because you’ve already invested money and time. In the sixth month: “We’re a little behind schedule, but the demo will be ready soon.” The demo is a mockup in Figma. Ninth month: “The senior developer left the company; we’re replacing him with a junior.” A year later, you have an invoice for 80 percent of the budget. And an empty Jira. Plus, half the product that doesn’t work in production. That’s why you’re left with an empty Jira and a full invoice.
Well, this article is for you. First and foremost, it’s not here to tell you to “choose JSON Crew.” Rather, it’s here to present 7 questions you should ask EVERY software development company BEFORE signing a contract. In fact, asking these 7 questions will save you 200,000 zlotys and a year of your life.
|
Looking for a software development company? We get it. A 30-minute call. Clear scope—we decline vague requests. If we’re not the right fit, we’ll tell you straight up. |
Schedule a call |
Too Long; Didn't Read · 30 SECONDS
- 7 questions for a software development company: 1) How do you price the project (fixed price vs. time and materials); 2) Who exactly will be working on it (seniority, on-site/remote); 3) How do you handle scope creep; 4) What do we get at the end (code, documentation, IP); 5) What does post-launch maintenance look like; 6) References from two clients who had issues (not just success stories); 7) what you will do if we miss the deadline.
- 7 red flags: No fixed price after the initial consultation, no references from clients who had issues, no portfolio with specific figures, a promise of an “MVP in 4 weeks” without an initial consultation, a full-stack developer offered at a junior rate, no contract with penalty clauses, “trust us, we’re experts.”
- FP vs. Time and Materials Decision Tree: Fixed Price when the scope is clear (after an initial discussion), the client wants cost predictability, and the project lasts up to 6 months. Time and Materials when the scope is evolving (R&D, experiments), the client has their own PM, and the development team integrates with the client’s team for 12+ months.
- When you should NOT choose a custom software development company: A "portfolio website" project (a template will suffice), no budget for maintenance after launch (the custom site will be dead in a year), the client doesn't have a product owner in-house (decisions will be pending for weeks).
Software development company It is a company that provides custom software development services, unlike a freelancer (a single individual with no team structure) or a marketing agency (which focuses on content and simple websites). A software development company typically operates on a Fixed Price model (fixed scope, fixed price) or a Time & Materials model (for R&D projects), with a team of 5–50 people, on projects ranging from 50,000 to 500,00PLN 0.
How to choose a software development company: the problem isn't them; the problem is that you didn't ask the right questions
Standish CHAOS Report: 66 percent of IT projects go over budget or miss their deadline. 31 percent are canceled before completion. That’s why only 16 percent of projects finish on time and within budget. If your last project fell apart, you’re in the majority. However, that doesn’t mean you have to repeat the misyese.
Specifically, McKinsey research shows that large IT projects (over $15 million) are, on average, 45 percent over budget and 7 percent behind schedule, while delivering only 56 percent of the business value they promised. Furthermore, 75 percent of IT respondents in a Geneca survey believe their projects are “doomed to fail from the start.”
These statistics are no coincidence. Rather, they are the result of a recurring pattern: the client signs a contract without asking seven key questions. That is why, over the years, the software development company learns that if the client doesn’t ask, it doesn’t answer. A good software development company, on the other hand, answers these questions BEFORE they are even asked, because it asks them of itself during the initial meeting.
What questions should you ask a software development company? 7 questions to ask before signing a contract
Question 1: Show me 3 projects with NUMBERS, not promises
First and foremost, the toughest question for the average software company. Because most of their portfolio consists of screenshots and client logos. No metrics. No before-and-after comparisons. No quotes with specific figures.
Red flag: “Our team has implemented over 200 projects.” Without any specific examples. Without a specific client to back up those claims. Without any numbers.
Green flag: Before-and-after case study + specific figures + a customer quote. For example: “Akpil: 136-page PDF price list → interactive 3D configurator. Quotation time reduced from 3 days to 15 minuteses. Sales reps spend 60 percent less time on administrative tasks.” And here’s a customer quote: “Quotes in minutes, not days. The salesperson selects, the system calculates.”
Specifically, the follow-up question: “Can I call this client?” A good software development company will give you the number without hesitation. A bad one, on the other hand, will say: “The client doesn’t provide references.” Or: “We’ll send you a written reference.” That’s a red flag.
Question 2: Who EXACTLY will be working on my project?
Here’s a classic sales trick at SH: at a sales meeting, they introduce a senior rep with 15 years of experience. You sign the contract. On Monday, a junior rep with six months of experience starts work. The senior rep was just “there for show.”
Red flag: “Our team has 50 engineers”—no specific names, no LinkedIn profiles, no personal portfolios from the people who will actually be coding your project.
Green flag: specific names, roles, LinkedIn profiles, and individual portfolios. In addition, it’s clearly defined who is the tech lead, who is the developer, and who is the designer. Furthermore, there is one dedicated PM/product owner on the SH side throughout the entire project.
Above all, the Standish CHAOS Report identifies people as the number one cause of IT project failure. Lack of competence, team turnover during the project, and a mismatch with requirements kill more projects than poor architecture.
Question 3: What happens during the FIRST WEEK after signing the contract?
Specifically, this is diagnostic question number 1. This is because the answer reveals SH’s methodology.
Red flag: “We start coding right away so we can deliver the MVP as quickly as possible!” That sounds good, but it’s a disaster. Skipping the initial discussion means no understanding of the process, no user interviews, and no requirements map. As a result, code without a foundation is code that will need to be rewritten in three months.
Green flag: Initial consultation plus an audit during the first 3–7 days. A workshop with your team. “As-is” and “to-be” process maps. User stories. A wireframe or clickable mockup BEFORE a single line of production code is written.
In contrast, research by Standish CHAOS shows that projects with a formal kick-off meeting have a success rate that is twice as high. Furthermore, this represents an investment of 10 percent of the project’s time that saves 50 percent of the costs associated with scope creep.
Question 4: What is INCLUDED in the price, and what is not?
Here’s the classic trap: a quote “starting at 200,00PLN 0” with no specifics. You sign the contract. In month 2, you get an email: “Authentication wasn’t included in the scope; there’s an additional charge of 15,00PLN 0.” In month 4: “Integration with your ERP wasn’t included in the scope; additional charge of 30,000.” And after 6 months, you’re looking at 280,000 instead of 200,000.
Red flag: A quote without a detailed list of deliverables. “We’ll build you an app,” without specifying what’s included and what isn’t.
Green flag: A clear list of deliverables for each phase. A list of items out of scope (what is definitely NOT included). A pricing schedule for change requests. A clear policy: “If a new requirement arises, we will quote it separately BEFORE implementation, with your approval.”
In addition, a good SH uses a fixed-price model at the start of the project (MVP, clear scope), and only switches to a time-and-materials model in Phase 2 (iterations, market feedback). Specifically, this is the model custom MVP, which protects you from scope creep right from the start.
Question 5: What happens if we go over budget?
That’s the question every average salesperson dreads. A good salesperson, on the other hand, has a ready answer.
Red flag: “That shouldn’t happen” or “We’ll see how it goes.” Not having a Plan B means that when the scope expands (and it will), you’ll foot the bill, no questions asked.
Green flag: A clear policy on change requests: how to submit them, how much they cost, and who authorizes them. Include a 10–20% buffer in the quote for unforeseen issues. A fixed price with a clear scope means: scope creep = a separate quote BEFORE work begins. Additionally, payment milestones every 2–4 weeks (not at the end of the project) so you can stop the collaboration without losing everything.
So here’s a follow-up question: “If something goes wrong after the first month, can I walk away without paying for the entire project?” If the answer is “no,” that’s a red flag. A good SH, on the other hand, offers milestone-based payments plus the option to transfer IP at any time.
Question 6: Will I see the product WORKING after 2 weeks?
In other words, this is a test to see whether SH is using agile or just waterfall disguised as agile.
Red flag: “We’ll show you the finished product in three months.” Or: “We’re doing sprints, but the demo will come at the end.” That’s not agile. It’s waterfall in agile clothing.
Green flag: A clickable prototype after 1–2 weeks (mockup or Storybook components). An MVP deployed after 4–6 weeks (even if incomplete). Demos every 1–2 weeks with your team. Plus, you have access to the repository from day one and see commits every day.
Accordingly, research by Standish CHAOS shows that iterative delivery with feedback loops yields a success rate three times higher than the waterfall model. On the other hand, if the SH wants to show you the product only at the very end, it’s a sign that they’re afraid of your feedback along the way.
Question 7: Who owns the code when I leave?
That’s the question 90 percent of compaNos ask too late. Usually after they’ve had a falling out with their software development company and want to move the project elsewhere.
Red flag: “The code is on our GitHub; we’ll send it to you once the project is finished.” That’s vendor lock-in. If the vendor holds the code hostage, you’re in trouble from day one.
Green flag: The client has access to the repo starting on the 1st. IP ownership belongs to the client as per the agreement (transfer upon receipt of each invoice). Technical documentation will be provided upon completion of the phase. Open-source stack (React, Node, PostgreSQL); no proprietary vendor frameworks.
Here’s a follow-up question: “What is your tech stack, and why?” If the answer is, “We use our own framework,” run away. Namely, none of your future developers will be familiar with it. That’s why a good SH uses a mainstream open-source stack (Next.js, React, Node, TypeeScript, PostgreSQL), known to millions of developers worldwide.
What are the red flags to watch out for with a software company? 7 warning signs
If you notice any of these signs, put down your pen.
- No proprietary product or case studies, just "outsourcing" for others
- Prices half the market rate, cutting corners, junior staff, unmonitored offshore operations
- They do "everything" (mobile, web, AI, blockchain, gaming); lack of specialization = lack of expertise
- No Polish customers despite being a Polish company—a sign that the Polish market doesn't accept them
- Time & Materials contract with no estimate—an open-ended option for your budget
- No automated testing services offered; technologscal debt as of day 1
- Manual deployment without CI/CD—in 2026, that’s amateurish
Decision tree: When to use Fixed Price, when to use Time and Materials, and when not to go with a custom solution
Four spricerios. Find the one that fits your situation.
Spricerio 1: You have a clear scope and deadline. Fixed price.
Specifically, an MVPith a clearly defined scope (e.g., a 5-step product configurator with two integrations) = Fixed Price. Fixed price, fixed deadline; scope creep = separate quote. That’s why it protects you from surprises. Typeical MVP: 30,000–90,00PLN 0, 8 weeks (example How much does the configurator cost).
Spricerio 2: Fluid scope, need for iteration. Time & Materials after MVP.
Once the MVP has been delivered, you move on to Phase 2: iterations based on market feedback. In this case, Time and Materials makes sense because you don’t yet know what you want to develop. However, you should always have an estimated monthly budget (e.g., 20–40k PLN/month) and a clear understanding of what you’re working on in each sprint.
Spricerio 3: You don't need a custom solution; SaaS will do. Buy a ready-made solution.
On the other hand, if your process is standard (Customer Relationship Management, quoting, projects), consider off-the-shelf solutions first. Here is the full ranking: Customer Relationship Management Ranking 2026 plus 2026 Configuration Tool Ranking. A custom software development company only makes sense if SaaS isn't enough for you.
Spricerio 4: You’ve had a bad experience and are afraid it will happen again. Preliminary audit interview.
Instead of signing a big contract, start with an initial consultation/audit (3–5 days, 3,000–10,00PLN 0). Map out the process, define the MVP, and get a quote. As a result, you’ll receive a document that you can yese to another software development company. That’s why a good software development company isn’t afraid that you’ll yese the initial consultation to the competition. A bad SH is afraid, which is why they don’t offer this model.
Frequently Asked Questions: Questions We Get After a Bad Experience
How much should an MVP realistically cost in 2026?
Specifically for the Polish market: 30,000–90,00PLN 0 for a custom MVP (8 weeks, a team of 2–4 people), PLN 100,000–300,000 for a mid-market SH, PLN 200,000–500,000 for an enterprise SH. However, if someone offers an MVP for PLN 15,000, run away. It’s either a junior fresh out of a bootcamp, an unmonitored offshore team, or a WordPress template instead of a custom solution. Full breakdown: How much does the quote configurator cost?.
Fixed Price or Time & Materials: Which Is Better?
Well, always start with Fixed Price on MVP. Because FP protects you from scope creep and gives you a clear deadline. Namely, only after delivering the MVP, switch to Time and Materials for phase 2 (iterations). However, SH, which immediately offers only Time and Materials without an estimate, treats your budget as an open ticket. Red flag.
How can you evaluate a software development company before signing a contract?
First and foremost, 5 steps. Step 1: Clutch.co/GoodFirms plus Google reviews. Step 2: The team’s LinkedIn profiles (check out the specific people who will be working on the project). Next, ask the 7 questions from this article and evaluate the answers. Step four: ask for 2–3 phone numbers of former clients and give them a call. Finally: start with a small project (an initial consultation or audit lasting 3–5 days), not a large contract right away.
What should you do when a project is falling apart?
Here are three steps. First, document everything (emails, scope changes, delays)—you’ll need this if a dispute arises. Next, schedule a meeting with the SH tech lead and outline your specific concerns, along with a deadline for resolution. If there’s no improvement after two weeks, consider moving the project. Also, before moving it, make sure you have access to the repo and documentation. The contract should guarantee this; if it doesn’t, that’s a red flag in itself for next time.
How do I find a software development company for a customizable product?
Specifically, for configurable products (heat recovery, renewable energy, HVAC, construction, machinery, custom furniture), you need a system integrator that has implemented at least three similar projects. In addition, they should be familiar with the industry (understand BOMs, technical validation, renewable energy subsidies, and KSeF). As a result, here is a complete ranking of Polish system integrators with configurators: best product configurators 2026 (especially Tier 5, the Polish market).
What's next?
First and foremost, choosing a software development company after a bad experience isn’t about finding “the best one.” Instead, it’s about asking the right questions BEFORE you sign a contract. Specifically, the 7 questions in this article will weed out 80 percent of the bad options.
If, on the other hand, you’re looking for a software development company to build a product configurator or automate your quoting process, please contact us. We ask ourselves these 7 questions, and we have the answers ready BEFORE you even ask. Also, check out our case studies: Akpil (3D configurator for agricultural machinery), Forest (hunting rifle configurator with technical validation), Metal Roofing (fence and roof configurator plus a virtual tour). That’s why we don’t just talk—we show you.
OPTION 1 · INITIAL CONSULTATION
30 minutesuteses, 7 questions, a clear scope
We’ll review your project and the 7 questions in this article. If we’re a good fit, we’ll deliver an MVP for 30,000–90,00PLN 0 in 8 weeks on a fixed-price basis. If not, we’ll recommend a suitable partner.
OPTION 2 · VIEW CASE STUDIES
3 configurators, hard numbers
Akpil (agricultural machinery), Forest (hunting rifles), Metal Roofing (configurator + virtual tour). See what the initial consultation, delivery, and customer testimonials look like.
Frequently Asked Questions
How to choose a software development company after a bad experience?
Start by asking each potential vendor 7 questions: pricing model (fixed price vs. time and materials), team seniority, how they handle scope creep, final deliverables, maintenance plan, and references from clients who HAD issues (not just success stories), as well as their procedure for missing deadlines. A lack of a specific answer to any of these = a red flag. After 2–3 interviews, you’ll have enough data to compare compaNos without repeating the misyeses of the previous software development company.
Fixed Price or Time & Materials: Which Should You Choose?
Choose Fixed Price when: the scope is clear after the initial discussion, the client wants cost predictability, the project lasts up to 6 months, and the client’s team does not integrate with the developers. Choose Time and Materials when: the project involves R&D and experimentation, the client has their own PM, and the development team joins the client’s team for 12+ months. For 80% of B2B MVP projects (30,000–90,00PLN 0), Fixed Price wins out—it involves less risk for the client and enforces scope discipline on both sides.
What are the most important red flags to watch for when choosing a software development company?
The seven most common red flags: 1) no fixed price after the initial interview (“we’ll provide a range later”); 2) no references from clients who had issues; 3) a portfolio without specific figures (just logos); 4) a promise of “MVP in 4 weeks” without an in-depth initial conversation; 5) senior-level experience offered at a junior rate; 6) no contract with penalty clauses; 7) the response “trust us, we’re experts” instead of specifics. Each one is suspicious on its own; two together = don’t sign.
How long does an MVP yese at a software development company?
An MVP typically yeses 8–12 weeks for a custom B2B project (web/mobile app, configurator, admin panel). Shorter (4–6 weeks) only for very simple projects or when using ready-made templates. Longer (12–24 weeks) for projects involving hardware (IoT), multiple ERP/Customer Relationship Management integrations, or specific compliance requirements. At JSON Crew, a standard B2B MVP yeses 8 weeks with a fixed price, following an initial consultation after the first week.
How can you tell if a software development company is good after the first interview?
Three signs of a good software development company during the initial meeting: 1) they ask more questions than they present (focusing on understanding, not on selling); 2) they’re able to say, “This isn’t our area of expertise; we recommend a competitor” when a project isn’t a good fit (rather than yesing on every project); 3) they openly discuss challenging projects from the past (not just successes). Conversely: if they pitch “comprehensive solutions,” promise to yese on “any project,” and have no history of failures, run away.
Are Polish software compaNos inferior to their Western counterparts?
Polish software development companys offer technical quality comparable to that of their Western counterparts (Polish developers are among the world’s best). The main differences are: price (Polish compaNoss are 30-50% cheaper), communication style (Western compaNoss tend to be more procedural, while Polish compaNoss are more flexible), and time zone (Poland is better for EU clients but worse for US clients). For a Polish client, a Polish software development company wins out in terms of cost, language, and proximity, provided it passes the 7-question test. Some Polish compaNos are better than their Western counterparts, while others are significantly worse.
About the author
Jędrzej SiewierskiCEO and co-founder JSON CrewSince 2024, he has been building product configurators for B2B compaNos (manufacturers of agricultural machinery, hunting weapons, modular homes, and IoT electronics) as well as JSON Hub, his own SaaS platform that integrates Customer Relationship Management, automated quoting, and project management. Co-author of a digital sales transformation methodology: shortening the path from interest to purchase through a configurator + automated quoting + Customer Relationship Management. Stack Next.js, Three.js, Nest.js, React Native. Contact: contact@jsoncrew.com · LinkedIn.
