How to choose a software house? 9 criteria and questions before signing

Choosing a vendor is a decision about risk, not price#

The cheapest offer is often the most expensive — when the project stalls, the code turns out to be unmaintainable, and the company disappears after launch. Below is a practical checklist you can use to assess any potential vendor before you sign.

9 criteria for evaluating a software house#

1. Case studies and delivered work. Ask for concrete projects: what the problem was, what was done, what the result was. Business outcomes matter more than a list of technologies.
2. Reviews and references. Check independent sources (Google, Clutch, Oferteo) and ask to speak with a client willing to share a few words.
3. Technology fit. The stack should follow your needs, not trends. Ask why they propose a given solution and how it will be maintained in 3 years.
4. Engagement model and pricing. Fixed Scope for a clear scope, or Time & Material for exploratory work. The rate should be transparent (ours is 120 PLN/h net).
5. Communication and reporting. How often you get updates, who your point of contact is, how changes are handled. Silence during a project is the biggest hidden cost.
6. Code ownership and security. Will you get full copyright and own the code? How do they protect data (GDPR, access, backups)?
7. Process. A good vendor starts with Discovery, proposes an MVP and iterations — instead of promising "everything at once".
8. Post-launch support (SLA). A project doesn't end at go-live. Ask about incident response times, updates and maintenance packages (ours from 1,000 PLN net/month).
9. Company stability. A registered business (tax ID, company register), VAT invoices, team continuity. Easy to verify, and it protects you from a vendor vanishing mid-project.

Questions worth asking before signing#

• Who exactly will work on the project and what's their experience?
• What's the timeline, milestones and acceptance process?
• What is included in the price, and what is out of scope?
• Will I receive the full code, documentation and access at the end?
• What happens when the scope changes mid-project?
• What's the warranty and how does post-launch support work?

Red flags#

• A blind quote, with no questions about your business and scope.
• No delivered work or reviews at all.
• Unclear code ownership or dependency on a single vendor (lock-in).
• Promises of unrealistic deadlines and prices far below market.

How we do it at MDS Software#

We start with a free needs analysis, present ranges or a fixed price with a timeline, work in short iterations with regular reporting, and offer SLA support after launch. We hand over the code as your property — no vendor lock-in.

Let's talk about your project#

Describe what you want to build — we'll come back within 48 hours with a plan and ranges.

Free quote → · See how we work →