IT project estimate review before you sign

Vendors often interpret scope differently, make different assumptions or defer work to later phases. One proposal includes analysis, migration, testing and documentation; another mainly prices development, leaving the rest for later estimates.

Why price alone is difficult to compare

An IT proposal is more than a price list. Its value depends on scope, requirements, pricing model, team, client responsibilities and change control. Similar totals can represent very different levels of completeness and risk.

The cheapest proposal can be sound if the vendor has reusable components, domain knowledge and efficient processes. But it may also omit testing, migration or documentation, or rely on optimistic assumptions that later become paid changes.

A review does not assume that a higher price is safer. It puts proposals on a common footing, as in comparing software vendor proposals.

What I check

• Whether all proposals cover the same processes, features and integrations.
• Which work is included in the price and which remains the client's responsibility.
• Assumptions about data, users, infrastructure and stakeholder availability.
• Whether the schedule matches the scope and available team capacity.
• Whether analysis, design, testing, deployment, documentation and stabilisation are included.
• How changes, additional work and fixes for non-conformities will be charged.
• Which licences, recurring fees and maintenance costs arise after launch.
• What the client receives at handover: documentation, data access, code, configuration and rights to further development.
• Whether reporting and acceptance allow you to track outcomes, not just hours worked.

What you receive

I present findings in business terms: material that supports a decision and vendor discussions, rather than technical comments without context. The depth depends on the number and quality of documents, but typically includes the following.

• Scope and cost comparison in a consistent structure.
• A list of gaps, inconsistencies and points to clarify.
• Costs that may fall outside the quoted price.
• Assessment of key assumptions, dependencies and risks.
• Questions to ask vendors before choosing.
• A reasoned recommendation for next steps.
• Areas to address in the contract or its schedules.

When a review adds the most value

The greatest savings are possible before signing, while changing scope, pricing model or vendor does not require negotiating an exit from an active project.

• Proposals differ significantly in price or estimated hours.
• Every vendor describes the solution differently.
• Your company has no internal expert to assess the technical scope.
• The project is strategic or affects core processes.
• The estimate includes many assumptions, exclusions or items priced later.
• Management needs a clear rationale for the buying decision.
• You are concerned about vendor lock-in or expensive maintenance.

How we work together

1. You share the brief, requirements, proposals, estimates and available materials.
2. We clarify the decision, budget constraints and main concerns.
3. I analyse the documents and compare proposals against common criteria.
4. I prepare questions and identify points to clarify.
5. Where needed, I join discussions with vendors.
6. You receive a summary, recommendation and next steps.

A review supports the business decision

I do not select a vendor solely using a scorecard. Price, skills and contract terms matter, but so do the teams' ability to collaborate and the solution's fit with your plans.

My role is to make clear what is known, what remains uncertain and what each option means. The final decision stays with you, supported by comparable information.