Fixed-Price Software Development: What to Know Before Getting Started

When existing software solutions don’t have all the features businesses need or are too limited, companies might have to build custom software from scratch. After choosing a potential software development provider ready to turn their ideas into reality, they need to make another important decision: selecting the right pricing model. 

Among so many models available, businesses often opt for fixed-price software development. The main reason for this choice is that a fixed-price contract sets all terms in advance, and this typically gives clients some sense of predictability and certainty. However, like any other model, it isn’t perfect and comes with its own set of drawbacks.

It can be difficult to choose the right approach, but working with a skilled software development company can guide you through the process more smoothly. At Neontri, we specialize in delivering custom software solutions and helping businesses understand and select the software development pricing model that best suits their project needs.

In this article, we’ll explain what a fixed-price model is and what the advantages and challenges it brings. Also, we’ll compare fixed-price contracts to the time-and-materials model and provide practical tips to help you make the best choice for your project.

Key takeaways:

• In a fixed price contract, the client specifies the deliverables, timeframe, and project specifications. Based on that, the service provider calculates the total cost of the project and agrees to a fixed price.
• However, such agreements come with potential drawbacks such as limited flexibility, higher costs, and risk of low quality.
• Businesses with fixed-price contracts should focus on detailed planning, realistic expectations, and well-defined change control procedures to avoid misunderstandings.

What is fixed-price software development?

A fixed-price contract is a type of agreement in which a service provider agrees to do a custom software project for a fixed price. The total cost of the project is set before the work even begins. The price is determined upfront based on the scope, requirements, and timeframe of the project. 

How does it work? 

First, along with the vendor, the client agrees on a specific rate for the entire project. To do that, they need to create a detailed plan and carefully document the scope of work. Then, the outsourced software development team can start to work. At that time, introducing any modifications is challenging and would require agreement renegotiation. Only when the product is ready can the client see it and make changes.

Even though clients have less control over the process itself, their role is very important. They need to clearly define the project’s goals, features, and outcomes at the start. Since changes are difficult to make during development, their involvement ensures the project stays on track.

Fixed-price software development is usually chosen by companies that look for financial predictability. In this model, the initially set cost should stay the same. However, predicting the exact amount of time and resources a development team will need to deliver the product might not be easy.

Pros and cons of fixed-price software development

Businesses need to evaluate the advantages and possible disadvantages of a fixed-price software development approach to make more informed decisions.

The advantages of a fixed-price contract include:

• Predetermined cost: In this model, the final price of the finished product is certain and is rather unlikely to change. From the start, the client knows exactly how much the entire project will cost. As a result, they can better plan their budget and resources. This gives clients peace of mind—they can focus on other aspects of their business without worrying about unexpected expenses or budget overruns.

• Established deadlines: In fixed-price contracts, the delivery date is also known and shouldn’t be missed.

• Clear scope and deliverables: Defining tasks, functionalities, and milestones at the very beginning gives clients a clear picture of what they can expect at the end of the project. This is possible thanks to detailed project specifications that usually include a project plan, technical requirements, acceptance criteria, and testing plans.

• Less responsibility on the client: In this case, it’s the contractor who is responsible for completing the project within the agreed budget. This transfers the risk of cost overruns from the client to the software partner. Thus, a software house that offers this form of contract must be thorough in planning and executing the project in order to stay within the budget.

• Minimal project management: Since everything is outlined in a contract, there is no need to spend time on project management; clients must simply wait until the project is completed and to check if everything was provided according to their demands and specifications.

When it comes to disadvantages, companies must be aware of:

• Potentially higher cost of the project: Given that the budget can’t change once the project starts, the software development company might charge more upfront to cover any unexpected problems that can appear on the way. That’s why sometimes fixed-price projects might cost clients much more than they should.

• Limited room for ongoing adjustments: Fixed-price agreements usually don’t allow any changes during the project. Changing the scope once the contract is signed is very difficult and would require the renegotiation of terms. This, on the other hand, can be expensive and lead to delays. 

• Budget constraints may impact quality or creativity: Staying within budget is a key part of a fixed-price contract—it gives clients stability and predictability. However, it might also result in a lower quality of the final solution. Why? Simply because the contractor might cut corners to hit the budget. Limited resources also have an effect on the team’s creativity—software designers may not have freedom to try new or better ideas.

• Longer planning phase: Before the project starts, clients must conduct a detailed market analysis and predict what will work for their users and business. The contract must clearly outline the scope of work, which takes time to prepare.

• Less client involvement: In some cases, less engagement can be seen as a benefit as it lets clients focus on their core business while a team of professionals takes care of the project. However, to produce the best results, it’s important to be actively involved in the development process, receive regular workflow reports, and build a bond with a software vendor. Without regular check-ins, it’s harder to communicate and track progress.

When to choose fixed-price software development?

The fixed-price agreement might be an ideal solution for companies that have:

1. Clear requirements: The project’s goals, features, and scope are clearly laid out so that the contractor knows what must be delivered.
2. No need for changes during development: The scope of work is unlikely to change during the project.
3. Tight budget: Companies have projects with a limited budget that can’t be exceeded.
4. Strict deadlines: The project must be completed by a specific deadline.
5. Short-term projects of low complexity: Companies have rather simple, smaller projects that are easy to scope, estimate, and complete within a set timeframe. For example, it will work well for mobile MVP development or adding specific features to existing software.

Fixed-price vs time and materials contract: Key differences

Which model should you choose for your next IT project?

Common misconceptions about fixed-price models

Fixed-price models might be often misunderstood, with many assumptions about their simplicity, cost-effectiveness, and flexibility that don’t always hold true in practice.

• Fixed-price agreements guarantee lower costs: While this model provides some sort of cost predictability and stability, it doesn’t ensure lower expenses in every case. Quite the opposite, the overall costs can be higher if the initial scope of work was underestimated or some unforeseen challenges appeared during the software development process.

• No changes can be made once the contract is signed: Introducing some modifications after signing the contract is possible but—let’s be clear here—it’s very difficult. Any changes, whether big or small, typically involve the renegotiation of terms, which is time-consuming and expensive.

• The vendor is solely responsible for the project’s success: It’s true that in a fixed-price contract clients have less responsibility on their shoulders, but it doesn’t mean that they should completely disengage from the process. For a successful project, clients must also contribute, especially in areas like feedback, decision-making, and providing necessary resources.

• No need for ongoing communication: Even though clients aren’t actively involved in the development process, regular communication is still essential to ensure the project stays on track and meets all the expectations.

Challenges and risks associated with fixed-price software development

While fixed-price contracts offer budget predictability, they come with a number of challenges. These can have an effect on both the project’s success and the client’s satisfaction.

• Budget estimation problems: Predicting the costs of the project before it begins is possible, but only to a certain extent. There’s always the possibility of underestimating or overestimating the budget. If the costs are estimated too low, the software provider might not have enough resources to deliver high-quality work. In case of setting the budget too high, the client will waste resources. So, even with careful planning and detailed analysis, accurately assessing the costs is particularly hard.

• Scope misunderstandings: The same goes for defining all the project’s requirements and complexities in advance. If the project scope changes throughout development, it can lead to cost overruns, delays, and contract renegotiation, all of which are frustrating and costly for the client. That’s why fixed-price contracts aren’t suitable for large-scale projects. If scope misunderstandings can arise in small, low-complexity projects, they’re even more likely in large projects that typically involve complex requirements, frequent changes, and evolving needs.

• Communication gaps: Compared to other contract forms, communication is less frequent in a fixed-price software project. The client can expect updates only at key stages of the project, for example, when a milestone is completed. As a result, any issues or misunderstandings that arise during the collaborative process may not be addressed immediately.

Tips for successful fixed-price software development

Let’s say you’ve chosen fixed-price software development. How can you increase your chances of making it successful? Well, handling projects in this model can be tricky, but there are a few steps you can take to make the process easier.

At Neontri, we know how fixed-price contracts work. We’ve worked on many of these projects, and based on our experience, these are the practices that can help you ensure successful project completion. 

Tip #1: Set clear project details upfront 

Before the project starts, clients should precisely define the scope of work, write down all the requirements, and outline deliverables. Putting an effort into preparing detailed documentation early will save resources and help avoid potential misunderstandings during the development process.

Tip #2: Keep communication open throughout the project

Although communication may be limited, having regular updates will keep everyone on the same page and help identify problems early. Short, daily 15-minute check-ins with key team members on Google Meet or Slack can ensure everyone stays informed.

Tip #3: Set realistic deadlines and budgets 

Set achievable goals to avoid quality compromises. Having too optimistic schedules and budgets may work well at first but can result in low-quality outcomes later. This is because, in case of any issues, the development team might prioritize meeting deadlines and staying within budget over maintaining quality.

Tip #4: Be clear about change control procedures

Clearly define a procedure for dealing with scope changes that might come up throughout the project. Such procedures will help prevent unexpected costs or delays if changes become necessary. For example, it might be helpful to have a shared document like a Google Doc to document all the proposed changes and track approvals.

Tip #5: Partner with a vendor experienced in fixed-price contracts

Choose a software development partner who has experience in fixed-price projects as they will be more equipped to handle the model’s unique models.

Recommendation by Neontri: Businesses using a fixed-price model should focus on thorough planning, realistic expectations, clear communication, and well-defined change control procedures. To reduce risks to the minimum, it’s good to consider partnering with an experienced vendor who will meet quality standards and align with your business goals.

Collaborate with Neontri for custom software development solutions

Neontri is a trusted partner for building high-quality custom software solutions. With over 10 years of experience and more than 400 successfully completed projects, we ensure dependable results through clear planning and communication, meeting your business needs within budget and on time. Partner with us to create tailored software solutions that drive your success.

Final thoughts 

Fixed-price contracts are well-known for their predictability and stability, which makes them an ideal choice for rather short, simple projects with well-defined budgets and timelines. This contract type won’t work well for complex projects with a scope of work that’s likely to change during development. Thus, before making a decision, companies should carefully assess their needs and potential for changes to see if a fixed-price model is the best fit.

FAQ

Sources

https://itcraftapps.com/blog/fixed-price-vs-time-and-materials-contract-the-pros-and-cons/#2b
https://www.moontechnolabs.com/blog/fixed-price-software-development/
https://brainhub.eu/library/time-and-materials-vs-fixed-price
https://exoft.net/what-is-warehouse-management-system/
https://softiq.io/pros-and-cons-of-the-fixed-price-and-time-material-contracts-in-software-development-from-the-clients-perspective/
https://softwarehut.com/blog/it-outsourcing/the-cost-of-software-development-time-and-materials-vs-fixed-price