A first call with a software company should leave you with a clear idea of what to build, roughly what it will cost and how long it will take. You do not need a technical specification for that. You need clear answers to a few simple questions. Here is how to prepare for a software project call so you get honest advice and a realistic plan.
1. The problem, in your own words
Describe what is not working today. "We take bookings by phone and lose track of changes" is more useful than a list of features. A good partner will turn the problem into features with you.
If you can, add one or two real examples: the last time an order was lost, or how long the monthly report takes to prepare. Examples make the problem concrete for everyone.
2. Who will use it
List the types of users: staff, managers, customers, partners. Note roughly how many of each, and whether they will use phones, computers or both.
It also helps to say what each type of user should and should not see. For example, a manager may see all orders while a driver only sees today’s deliveries. These roles shape the design from the start.
3. What you use today
Name the spreadsheets, apps and systems involved now, and which ones must stay. Integrations with existing tools often shape the plan more than anything else.
- Accounting, such as Xero or QuickBooks.
- Payments, such as Stripe or a local gateway.
- Email, calendars, WhatsApp or SMS.
- Any existing website, shop or database.
If you have data to move across, such as customers, products or past records, mention roughly how much and in what format. Data migration is easy to plan early and hard to add late.
4. What success looks like
Think about the outcome six months after launch: fewer hours on admin, faster responses to customers, a product you can sell. This helps decide what goes into the first version.
Try to split your ideas into "must have on day one" and "nice to have later". A smaller first version goes live sooner, costs less, and lets your team give real feedback before more is built.
5. Budget and timing
Share a budget range and any fixed dates. It helps the team suggest a realistic first version instead of a wish list, and it saves time for everyone.
A range is enough, and it is not a commitment. Knowing it lets a good partner tell you honestly what is possible, suggest a phased plan, or point you to a ready-made product if that fits better.
Helpful extras to bring
- Screenshots or photos of the forms, spreadsheets or tools you use now.
- Links to software or websites you like, and what you like about them.
- Your logo and brand colours, if the software will be used by your customers.
- Any rules you work under, such as data protection or industry requirements.
Questions worth asking on the call
- Who will be my main point of contact?
- How will I see progress during the project?
- How do you test the software before I see it?
- Who owns the code and the data at the end?
- What support is available after launch, and how does it work?
What to expect after the call
After a good first call you should receive a short summary of what was discussed, the suggested first version, and a written plan with milestones, timeline and price. If the project is large, it may be split into phases so you can start small and grow.
Take time to compare that plan with your goals. A trustworthy partner will be happy to answer follow-up questions and will never push you to decide on the spot.
Frequently asked questions
Do I need a technical document before the call?
No. Notes in your own words, a few screenshots and a clear goal are enough. Turning them into a technical plan is the software company’s job.
How long is the first call?
Usually about 30 minutes. That is enough to understand the problem, discuss options and agree the next step.
Will I get a price on the call?
You may get a rough range, but a proper quote comes after the team has understood your needs. It should arrive in writing, with what is and is not included.
Ready when you are
Our first call is free and takes 30 minutes. Pick a time that suits you, and bring whatever you have: notes, screenshots or just the idea. You can also read about our team and see our case studies first.
