Hiring a software company is a project in itself. This is the sequence we recommend, drawn from watching which steps companies skip and later regret skipping.
1. Write a lightweight RFP, not a full spec
You need enough detail for vendors to estimate accurately — problem statement, must-have features, constraints, and timeline — not a finished technical specification. Over-specifying this early often locks in decisions that should be made with your chosen vendor.
2. Shortlist 3-5 vendors, not 15
Use directory rankings and category filters to narrow the field before you spend time on calls. Evaluating too many vendors in parallel usually means evaluating each one shallowly.
3. Run a paid discovery phase with your top 1-2 choices
A short, paid discovery engagement reveals working style far better than any pitch call, and produces a sharper scope for the main contract.
4. Negotiate the contract around risk, not just price
Revisit ownership, exit terms, and change-request process explicitly — see our contract-questions guide for the specific list.
5. Plan the first two weeks before kickoff, not during it
Agree on communication cadence, access provisioning, and what the first demo will show before day one. Projects that start with this clarity keep it much longer than projects that improvise it.