Describe the first useful version
Write a short account of who will use the app and what they should be able to finish. An appointment reminder tool, a staff rota and a service supporting clinical decisions need very different work. Explain what is essential at launch and what can wait.
Ask whether a mobile-friendly website could meet the need. If a downloadable app is proposed, the supplier should explain the benefit for users and the work involved in maintaining it. A clickable demonstration can help you agree the idea before paying for a full build.
Ask suppliers to price the same things
A comparable proposal should cover planning, design, development, connections to existing systems, testing, training and launch. Ask separately about hosting, subscriptions, support and future updates. Include the administration screens your staff need.
For example, an app might let a patient request an appointment, but reception still needs to receive it, respond and deal with cancellations. A quote covering only the request screen leaves important work unpriced.
Find out where the uncertainty sits
Some work cannot be priced confidently until another supplier confirms what its system allows. Ask which parts of the estimate are firm, which are allowances and what investigation would reduce the uncertainty. Establish who is responsible for getting access to existing systems.
Ask how changes will be discussed and approved. A clear proposal explains what you receive at each stage and how you can check it works. Counting screens is less useful than agreeing which complete tasks the app must support.
Compare ownership and support as well as price
Keep a comparison sheet with one row for each part of the work. Record what is included, any ongoing fee, what your team must provide and what is excluded. Use the same contract period and treatment of tax across quotes.
Clarify control of accounts, design files, software files where applicable and information exports. Ask how another supplier could take over. The right proposal should make both the project and its everyday running costs understandable.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Supplier; included work; setup cost; ongoing cost and period; exclusions; questions still open.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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