# Software Project Brief: What to Prepare Before You Call a Developer > A clear one-page brief gets you a better quote and a faster start. What to write down before you contact a custom application development company. Source: https://npcoding.ca/blog/software-project-brief-checklist/ Last updated: 2026-11-13 By NPCoding Team · Published 2026-11-13 · Software Development · 2 min read The first call with a developer goes better when you arrive with a few things written down. It does not need to be technical or polished. A page is enough. A clear brief makes the quote more accurate, shortens the first conversations and shows early whether you and the developer see the project the same way. **Key takeaways** - One page is enough: problem, users, connections, constraints and what success looks like. - Describe the business problem, not the technology. - Name what the software must connect to. Integrations are where estimates change most. - If the scope is unclear, say so. Starting with a discovery step is a legitimate choice. ## What to write down **The problem.** What is hard, slow or impossible today? Write it in one or two sentences, in plain words. **Who will use it.** Customers, staff, partners? How many, roughly, and how comfortable are they with technology? **What it replaces or connects to.** A spreadsheet, a payment provider, an accounting system, an existing website. List every system the software must exchange data with. This is where estimates move most. **What it must do on day one.** Separate the essentials from the nice-to-have list. The first version should cover the essentials. **Constraints.** A date you must meet, rules you must follow, such as privacy law (see our note on [PIPEDA and app development](https://npcoding.ca/blog/pipeda-privacy-compliance-app-development-canada/)), and anything the developer should not touch. **Budget and timing.** A range is fine. It lets the developer propose something that fits. **What success looks like.** Fewer manual hours, more orders, faster response times. Pick one or two things you can check later. ## What to leave out - A feature list copied from another product. - A technology choice you picked without a reason. - Anything you are unsure of. Mark it as a question instead. ## What happens next A good developer will read the brief, ask questions and tell you what is unclear. Sometimes the answer is a short discovery step to define the scope before any build begins. We explain how scoping affects cost in [software project scoping](https://npcoding.ca/blog/software-project-scoping-controls-cost/), and what a build typically involves in [what is custom application development](https://npcoding.ca/blog/what-is-custom-application-development/). You can also compare the choice of partner in [how to choose a custom software development partner](https://npcoding.ca/blog/how-to-choose-a-custom-software-development-partner/). If you have a rough brief, even a few lines, send it over. See our [application development service](https://npcoding.ca/services/application-development/) or [contact us](https://npcoding.ca/contact/) directly. ## Frequently asked questions ### How long should a project brief be? One page is enough to start. It should say what problem you are solving, who will use the software, what it must connect to and what a good result looks like. ### Do I need technical details in the brief? No. Describe the business problem and the people involved. The technical choices are the developer's job, and a good one will ask follow-up questions. ### Should I include a budget? Yes, or at least a range. It lets a developer propose something that fits instead of guessing, and it saves both sides a round of back and forth. ### What if I don't know exactly what I need? Say so. A discovery step, where the developer helps define the scope before building, is often the right first step. ## Put this guide into practice - [Web & Mobile App Development](https://npcoding.ca/services/application-development/): Web apps, mobile apps and customer portals built around the way your business actually works. - [Software Product Engineering](https://npcoding.ca/services/software-product-engineering/): From idea to investor-ready product: discovery, prototyping, MVP and scale, engineered for the long run. Start a project: https://npcoding.ca/contact/?topic=build&service=engineering&from=%2Fblog%2Fsoftware-project-brief-checklist%2F&type=article&id=software-project-brief-checklist&cta=article#enquiry --- NPCoding · AI-powered software & app development · Toronto, Canada · support@npcoding.com · https://npcoding.ca/contact/