You have a number, but it's hard to know what it really means. The price alone won't show if the quote is solid, but five details inside it will. One simple question can help you sort most quotes quickly.
Ask for a written list of what the quote does not include. A real quote will have an exclusions list, showing someone has decided where the work ends. If there isn't one, it's just a guess.
Look at the exclusions lists instead of just comparing prices. Often, two quotes for the same project are very different because they actually cover different things.
If someone writes a quote without looking at your system, they're just describing your brief, not your actual setup.
Sometimes the higher quote is more honest because it includes things like migration, testing, and handover that the cheaper quote leaves out.
If no one has reviewed your system, every quote you get is just a guess. Get an assessment first, and then the quotes will actually be comparable.
The one test that does most of the work
Ask what the quote does not include, and ask for it in writing.
A real quote includes an exclusions list, showing the person who wrote it decided where the work ends. A guess doesn't have this list, because no one has thought about the limits yet. Asking this question helps you sort most quotes quickly, and it's free.
A good follow-up question is: what did you look at before making this quote? If someone quotes a project without reviewing your system, that's how costs end up much higher than expected. If they only read your brief, the quote is based on that, not your real system.
Nine things worth asking about
None of these points mean a quote is dishonest. They just show there are questions you still need to ask, and the answers will tell you more than the price alone.
What a real quote actually contains
There are five key things to look for. When all are included, you can question the price, which is the whole point. If you can't argue with a quote, it's not a real quote.
A clear scope, written in plain language so you can give it to someone else without needing to explain it.
An exclusions list, making the boundaries clear instead of leaving them open to guesswork.
Milestones that each deliver working results, so if you stop early, you still get something valuable.
A named person responsible for the work, plus a plan for what happens if they become unavailable.
Clear information on what changes will cost, agreed on before anyone asks for one.
When the expensive quote is the honest one
Most guides skip this part, but it's why a cheap quote can end up costing you more.
Two quotes for the same project can be three times apart because they actually cover different things. The higher quote often includes data migration, dealing with messy data, compliance, testing, and handover. The lower quote assumes your data is clean, but that's rarely true.
The price isn't what sets them apart. Compare the exclusions lists side by side. If the cheaper quote doesn't have one, you're not comparing real prices. You're comparing a price to a hope.
There's another angle. The higher quote might come from people with experience doing exactly what you need, while the cheaper one is from people who will learn as they go, on your dime. Both options are valid, but you should know which one you're choosing.
A quote is not the first thing to buy
If no one has reviewed your system, every quote you get is just a guess. Comparing guesses doesn't make them any more accurate.
A better approach is to pay a small fixed fee for an assessment first. Use the written scope and fixed quote from that assessment to get competing quotes. Now, the numbers are actually comparable because they cover the same work.
That's what Diagnostic Week offers: one week, $2,500, and you keep all the documents no matter what you decide. The quote you get can be used with any provider. I'd rather you do that than hire me based on a number I made up before seeing your system.
Common questions
How do I know if a software quote is too high?
The price alone won't tell you much. Instead, compare the exclusions lists. Two quotes for the same project can be three times apart because they cover different things. The higher quote usually includes data migration, testing, and handover, while the lower one leaves those out.
If one quote doesn't have an exclusions list, you're comparing a real price to just a hope.
What should a software project quote include?
Look for five things: a clear scope in plain language, an exclusions list, milestones that deliver working results, a named person doing the work, and clear costs for changes. When all five are included, you can question the price, which is the whole point.
Is it a red flag if an agency quotes without seeing my code?
It means the quote is based on your brief, not your actual system. That's not dishonest, but it's still a guess, and things often change once someone reviews the code. Ask what they checked before making the quote: the code, infrastructure, integrations, or bills.
Should discovery be free?
Be cautious with free discovery. It's either not happening at all, or the cost is hidden in the build, so you pay for it no matter what and can't use the findings elsewhere. Paid discovery, where you keep the documents, is usually cheaper in the long run because you can use the results anywhere.
What if I only have one quote?
If you only have one quote, you just have a number with nothing to compare it to. Instead of gathering more guesses, get your system assessed first. That way, every quote you get after will describe the same work, making them truly comparable.
Bring the quote to a fifteen-minute call
Read the quote to me, and I'll tell you what I'd want to know before signing. If it's a good quote, I'll say so, and you should go ahead with it.
