The Ultimate Checklist for Custom Software Projects

The Ultimate Checklist for Custom Software Projects

So you need new software. How do you start the process that will help you frame up and deliver a great project?

Start here: this handy quiz will help you determine if a custom software solution is right for your project. Then, check out our Q&A below to ensure your custom solution is a success.

Determine your project’s goals and ideal outcomes.

COVID-19 and the global pandemic, which forced so many businesses to change the way they operate, has been a catalyst for digital transformation.

If your business is going through a digital transformation process, it is key your organization aligns internally on the platform or applications use cases, business purposes, goals, and ideal outcomes for the solution.

So before any coding starts, hold a meeting with internal stakeholders to ensure you are all on the same page before you embark on your custom software journey.

Figure out if you should hire an internal developer or outsource to a development firm.

When it comes to outlining your resource and support needs for any new business project, decision-makers or project managers are often tasked with determining whether they need to create a new role within a team to support the project or an outsourced development firm is the right answer.

There are many variables to keep in mind when going through this decision process. From budget and existing team bandwidth to the project’s specific skills and technical expertise - every project is different. A few key pros and cons to keep in mind as you weigh your options:



In-House Developer

Outsourced Developer Firm


  • Pre-Determined Cultural Fit
  • Background Knowledge + Company Familiarity
  • Quicker Turnaround on Revisions
  • Cheaper in Short Term


  • Fresh Thinking / New Perspective
  • Cost and Timeline Flexibility
  • Broader skillset and technical expertise pool
  • Team with Full-Range of Service
  • New Technology Exposure
  • Tuned-in to ROI and Performance


  • Limited Skillset or Technical Expertise
  • Turnover Risk
  • Too Close to the Project + Company to Provide Fresh Perspective
  • Potential Security Risk
  • Lack of Internal + Company Insight
  • More Costly if Project Drags Over Many Years

While we can’t say for certain your specific project is best suited for an internal developer or outsourced development firm, we have a quiz that can help you determine the best step forward: check it out here.

Have a clear understanding of your timeline and budget.

Setting a budget and timeline for software development projects is never easy or the same from project to project so we recommend going through this process every time you embark on a new custom software project.

It’s important to remain realistic when setting your budget and timeline so a couple of factors to keep in mind include:

  • Clear insight into what the project entails
  • Any additional resources such as new technology solutions your team will need access to
  • Staffing and external agency support your team will need to create the application or platform
  • Specific external and internal factors that may impact the deadline of the project (i.e. a new website launch date)

Be sure to connect with the champion of the project to better understand the goals of the project (as we noted above this is key to any software project) and determine who they will need buy-in from on the proposed budget and timeline you are recommending. It’s always best to be aligned across the board before presenting the proposed budget and timeline to the c-suite.

Think about how you will update and iterate your software application post-release.

Once your new software has officially launched and you’ve celebrated with your team, it's time to start thinking about the next steps for your software. Here are some key questions we recommend you start thinking through:

  • Where (or who) do you go for additional or guidance or information on the future roadmap of this project?
  • How do you manage vendor relationships to ensure security updates and other patches are in place?
  • What metrics are being used to measure the success of the software? And how do those metrics evolve and change over time?
  • What worked and didn’t work from the first software release, and what steps will you take to improve the development process and launch moving forward?

Every custom software project is unique. The process can seem daunting. But we are here to help. Set up a call with us today to talk through your custom software needs.



"Buildable Custom Software has people on our calls that are dedicated to our project, which is something we have not experienced before. Unlike past vendors that have experienced a lot of staff turnover, we have had the same team."

Josh Jones
CityCounty Insurance Services

The team managed the project well, maintaining frequent communication and responsiveness. They were a very transparent partner who was enthusiastic about the project.

Joleene Armbruster
Tangeloo Mobile App

“They were able to accept our ideas and turn them into working software. Buildable is one of the few companies that we’ve met that can understand non-software engineers when it comes to product definition and design.“

Steve Baker
Parity Software

“Buildable Custom Software has been extremely professional and timely. Their team has been flexible in responding to our special needs over the years.“

Jeb Bladine

"We have a rules engine that has hundreds of lines of code to develop these rates, and Buildable Custom Software condensed that down to seven or eight lines of code, and it works great."

Josh Jones
CityCounty Insurance Services

"Everybody here is more excited about the look and feel and being able to finally get live data. With the old system, we had to export text files and it always took a day. We're all excited to have something new, fresh, and with more functionality. The reports are more dynamic, and we can actually scale them."

Adolf Valdez
Precision Analytical Inc.

"The project manager puts the contract together and outlines what we're doing each sprint. She does an excellent job of organizing everything we need."

Josh Jones
CityCounty Insurance Services

“Their team is organized and creative, understanding requirements quickly and providing innovative suggestions to make the project better.”

Jeffery Bradshaw
Avanti Destinations

"We haven't found many other vendors that can understand our unique business needs as well as Buildable Custom Software."

Josh Jones
CityCounty Insurance Services

“The discovery phase was great. That was definitely helpful because we discovered areas that we hadn’t thought through and then made those decisions up front. The product works well, and we’re happy.“

Rod Sanders
Consolidated Supply Company

"They were never afraid to show me their code, so I could always see what they were working on."

Adolf Valdez
Precision Analytical Inc.

 I appreciated their knowledge, passion, and honesty. I also appreciated their forthcomingness and ability to tell me what the best solution was.

Joleene Armbruster
Tangeloo Mobile App

"Buildable Custom Software has done a great job of understanding what our needs are."

Josh Jones
CityCounty Insurance Services

“Customer service is really one of their strong suits. They are very smart people and are able to very quickly understand the requirements of a project, and then communicate their suggestions of the direct changes that you can make to get a better final product.”

Jeffery Bradshaw
Avanti Destinations

“Their project management was exceptional. We had standup meetings on a weekly basis. Their team would tell us what they accomplished last week and what they intended to accomplish in the coming week. They were on target.“

Heyke Kirkendall-Baker
Parity Software

"They blew us out of the water with their proposal. They featured the latest and greatest software, and we were impressed by their past work."

Josh Jones
CityCounty Insurance Services

"I found the best thing I liked about them is their communication. We were never left in the dark, like with other development companies."

Adolf Valdez
Precision Analytical Inc.

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