How to Choose a Software House for Your IT Project? 7 Key Criteria and a Set of Questions – Avoid Costly Mistakes!
Choosing a software house for your IT project is one of the most important decisions you’ll make as an investor. Before we get into the details, think of it this way: your IT project is not just code. It’s an investment in the growth of your company, a tool designed to generate profits and solve your clients’ problems. This means it impacts not only the quality of the product, but also your peace of mind, budget, and the future of your business.
We’re not saying this without reason.
There’s a famous image of a swing that circulates online. It humorously illustrates the lack of understanding at different stages of designing and implementing an IT project.
(!) Attention:
According to the latest industry studies (such as the Global Project Management Survey or research by the Polish Information Processing Society), on average as many as 48% of IT projects fail due to choosing the wrong contractor!
You don’t want to end up in that statistic, right?
A poor choice can mean:
❌ Budget overruns
❌ Delays of several months (in extreme cases even years)
❌ A low-quality final product
❌ Unstable, bug-ridden software
❌ No possibility of further application development
❌ Costly system redevelopment in the future
❌ The need to restart the project from scratch
❌ Dissatisfied clients and end users
❌ And even complete project failure
On the other hand, the right technology partner ensures:
✅ On-time delivery
✅ A solution tailored to your needs
✅ Long-term cooperation and support
✅ Scalability and product growth opportunities
In this article, you’ll learn exactly how to avoid making a costly mistake. How to choose a software house that fully understands your business goals, supports you with expert knowledge, and stays flexible in execution.
🔴 And at the end, you’ll find a handy cheat sheet with a set of key questions.
1. Define your needs and goals
Before you start looking for a contractor, ask yourself a few questions:
- What type of application do you need (web, mobile, desktop)?
- What are your business goals?
- What is your budget and deadline?
- Do you already have a specification, or just an idea?
💡 The more clearly you define your needs, the easier it will be to find a software house that can truly meet them.
2. Review experience and portfolio
A good software house should have a rich portfolio and experience in projects similar to yours:
- Review completed projects – are they similar to what you expect?
- Variety of technologies – can they adapt to your requirements? What technologies have they used in their projects?
- Do they have proven success in your industry?
💡 Don’t hesitate to ask for case studies or references from previous clients.
3. Verify technological expertise
Not every software house is an expert in everything. Make sure the company you choose:
✅ Has a team with the right skills
✅ Regularly trains and keeps up with technology trends
✅ Works with the technologies you need
Currently, the most popular technologies are:
- Frontend: React.js, Vue.js, Angular
- Backend: Node.js, Python, PHP, Java, .NET
- Mobile: Flutter, React Native, Swift, Kotlin
- Cloud: AWS, Google Cloud, Azure
💡 Key question: Are the technologies proposed by the software house up-to-date and supported for the next 5 years?
4. Check reviews, references, and transparency
Customer feedback is invaluable. Check:
- Reviews on platforms like Google or Clutch
- Company profiles on LinkedIn, Facebook, and other social media
- Mentions of the company on forums (e.g., Quora), industry portals, and dedicated online groups
- Whether the company is transparent in communication and pricing
- How the collaboration and progress reporting process works
💡 A good software house doesn’t hide its references and gladly shares client feedback. Check reviews about Devqube >>
5. Pricing and cooperation model
Don’t automatically choose the cheapest offer! A software house offering a price 50% lower than competitors likely:
❌ Didn’t account for all costs
❌ Plans to change the pricing during the project
❌ Lacks sufficient experience
To be clear – this doesn’t mean you should automatically pick the most expensive option 😉
An honest software house:
✅ Provides a clear, detailed quote
✅ Explains what is included in the price and what costs extra
✅ Offers flexible cooperation models (fixed price, time & material). You can read more about this in a post by our Strategy & Business Development Director, Joanna Iwanków. Click here >>
✅ Doesn’t promise unrealistic deadlines or costs.
💡 Golden rule: Choose a mid-range offer assuming similar service quality.
6. Communication and organizational culture
Good communication is the foundation of success. Remember – you’re not just buying a service, you’re collaborating with people. Pay attention to:
- Does the team understand your needs and actively listen?
- Do they clearly explain technical issues in understandable language (not just technical jargon)?
- How quickly do they respond to questions?
- Are they open to feedback and changes during the project?
- Does the team regularly report progress?
- Do they have a dedicated project manager?
- Do they organize regular status meetings?
💡 Collaboration is a relationship that can last months or even years – choose a partner you understand well.
7. Long-term support and development
Your project doesn’t end at deployment. How do you choose a software house that will stay with you for the long term?
Make sure to check:
- Do they offer technical support after deployment?
- What are the costs of maintenance and development?
- Do they assist with scaling the application?
- How quickly do they respond to critical errors?
Questions about Experience:
- How many similar projects have you completed in the last 2 years?
- Can you provide references from clients in a similar industry?
- What were the biggest challenges in your recent projects, and how did you overcome them?
- What happens if the project is delayed or problems occur?
Questions about the Process:
- What does a typical project schedule look like?
- How often will I receive progress updates?
- How do you communicate with clients?
- Will I have a dedicated account manager?
- What is the step-by-step project execution process?
- What will the stages, milestones, and billing methods be?
- What are the warranty and post-deployment support policies?
Questions about the Team:
- Who will be working on my project?
- What is the experience of each team member?
- Will the team be dedicated solely to my project?
- Can I count on technological and business advice?
Questions about Technology:
- Why do you recommend these particular technologies?
- Is this technology future-proof and supported, for example, 5 years from now?
- What will the system architecture look like?
- Will the application be scalable?
Questions about Security:
- How do you protect client data?
- How do you safeguard copyrights and business data?
- What security standards do you follow?
- How do you test the application’s security?
The answers to these questions will clear up most of your doubts and show whether you are dealing with true professionals.
Summary: How to choose a software house and not regret it?
Choosing a software house is an investment in the future of your business. Focus on experience, transparency, communication, and alignment with your needs. Don’t be afraid to ask questions and demand clear answers. Only then do you have a chance for a successful IT project without disappointments.
Looking for a reliable software house to take your IT project from A to Z? Contact us – we’ll advise, provide a quote, and bring your idea to life without unnecessary stress!
Most common doubts and our answers:
💡 Do I need a ready specification?
No, a good software house will help you prepare it and advise on the best solutions.
💡 What if I don’t know much about technology?
No problem – the software house’s role is to explain everything in simple terms and propose an optimal technology stack.
💡 How can I avoid hidden costs?
Request a detailed quote and a contract that clearly defines the scope of work and payment terms.
💡 Can I change requirements during the project?
Yes, but each change should be clearly discussed and its impact on the schedule and budget considered.
💡 How long does an IT project take?
It depends on complexity, but we always set a realistic timeline and provide progress updates. We work using the SCRUM methodology, which allows for fast, concrete actions distributed over time. This way, the client always knows what is happening, where, and when, and the current stage of the project.
💡 Can I count on support after deployment?
At Devqube, we offer a warranty and technical support after project launch. Check the details >>
💡 How does billing work?
We offer different models – fixed price or time & material – depending on your needs. You can read more about this in a post by our Strategy & Business Development Director, Joanna Iwanków. Read here >>
💡 Are my data secure?
Yes, we ensure data security and sign appropriate confidentiality agreements.
