Before you hire a developer: 5 things to prepare

Many software projects go sideways before a single line of code is written. Not because the developer was bad or the idea was wrong, but because the first conversation started with "Magkano po ang app?" and very little else. A bit of preparation changes that. You get clearer quotes, fewer surprises, and a better chance of building something your team will actually use. Here are five things worth preparing before you reach out to a developer.

1. The problem, in plain words

Start with the problem, not the solution. Instead of "we need an app with a dashboard," describe what's going wrong today. For example: "Our staff spend every evening copying orders from three chat threads into a spreadsheet, and we still miss some." A clear problem lets a developer suggest the simplest fix, which may be smaller and cheaper than what you had in mind.

• What task or process is painful right now?
• How is it done today, step by step?
• What happens when it goes wrong?

2. Who will use it, and how

List the people who will touch the system: customers, front-desk staff, managers, delivery riders, the owner. For each group, note what they need to do and what device they'll mostly use. A tool used by five staff on desktop computers is a very different build from one used by hundreds of customers on their phones.

The clearer you are about who uses it, the fewer features you'll pay for that nobody needs.

It also helps to think about what happens around the system. Who adds new products or prices? Who approves refunds? Who needs to see reports, and how often? These small details shape how screens and permissions are designed, and they're much easier to plan for at the start than to add later.

3. Must-haves vs. nice-to-haves

Write down everything you'd like the system to do, then split the list in two. Must-haves are the features without which the project isn't worth doing. Nice-to-haves can wait for a second phase. This one exercise does more to control cost and timeline than almost anything else, because it lets you launch sooner and improve based on real use.

• Must-have: customers can book a slot and get a confirmation.
• Nice-to-have: loyalty points, reports by branch, a mobile app version.

4. Examples, data, and existing tools

Gather what will help a developer understand your world quickly:

• Screenshots or links of apps and websites you like, and what you like about them.
• Samples of the spreadsheets, forms, or receipts you use today, with sensitive details removed.
• A list of tools you already rely on, such as your page inbox, accounting software, or payment provider, so the new system can work with them.
• Your logo, brand colors, and any existing domain or hosting accounts.

5. A budget range and a realistic timeline

It can feel risky to share a budget, but a range helps a good developer recommend what's possible within it, instead of quoting blindly. Be honest about timing too. If there's a real deadline, such as a launch before your busy season, say so early. Also think about who on your side will answer questions, review progress, and test the system. Projects move fastest when one person can make decisions.

Finally, plan for life after launch. Ask how updates, bug fixes, backups, and small changes will be handled, and who will own the code and accounts once the project is done.

The takeaway

Before your first call, write one page covering the problem, who will use it, your must-haves, a few examples, and your budget range and timeline. It doesn't need to be perfect. That single page will make every conversation with a developer faster and every quote easier to compare, and it'll help you spot the partner who listens before they sell.