How much does bespoke software cost in the UK?

Nobody likes the answer "it depends", so we'll go further than that. This guide explains what drives the price of bespoke software, what a good quote should include and the costs that arrive after launch.

What drives the price

Five things make the biggest difference to what bespoke software costs.

• How many different jobs it has to do. A tool that does one thing well costs far less than a system that runs a whole business.
• How many types of user it serves. Staff, managers, customers and suppliers each need their own screens and permissions.
• How many other systems it connects to, such as accounts, payroll or a CRM.
• Whether it needs a mobile app, and whether that app must work without a signal.
• How much existing data has to be moved across and cleaned up.

Notice what isn't on the list: the number of pages or the look of the screens. Price follows complexity, not size.

Why we don't publish a price list

Two projects that sound the same can differ a great deal once you look at the detail, so any price list would be wrong for most people who read it. Instead, every project gets a fixed price in writing before work starts, after a free call to understand the problem.

What a good quote should include

• A written scope in plain English: what will be built and in what order.
• A fixed price for each stage, not an open-ended day rate.
• What happens, and what it costs, if you change your mind part way through.
• Who owns the code once it's paid for.
• Hosting, support and security update costs after launch.

If a quote is missing any of these, ask. A vague answer now usually means a larger bill later.

The costs after launch

Software has running costs, just like a vehicle. Expect to pay for hosting, security updates, backups and a level of support. You'll also want changes as your business grows.

Ask for these costs before you sign, and compare them with what you pay today in subscriptions and staff time. That comparison is often what makes the decision.

How to keep the cost down

• Start with the one problem that costs you most, not the whole wish list.
• Build in stages, and let real use decide what comes next.
• Keep the systems that already work and connect to them, rather than replacing everything.
• Be clear about the problem, and let the developer propose the solution.

Is it worth it?

Compare the cost with what the problem costs you now. If three people each lose five hours a week to copying and checking data, that time has a price every year, and it grows with the business.