The verdict in three sentences
Without a requirements document, four agencies quoting the same B2B SaaS return estimates that vary threefold, because each imagines a different product. A scoping workshop at EUR 3,000 to 6,000 excl. VAT produces 35 user stories prioritised with MoSCoW and 15 to 25 Figma screens. With that document, a construction site management SaaS V1 can be priced comparably between EUR 50,000 and 90,000.
Why quotes vary threefold
A founder who sends a two-page brief to four agencies in Dublin and Cork typically receives offers at EUR 38,000, 62,000, 85,000 and 110,000 excl. VAT. None is dishonest: the first understood a simple scheduling tool, the last a multi-company SaaS with an offline mobile app, e-signature and invoicing. Without a prioritised feature list, comparing these quotes means comparing different products.
A B2B SaaS requirements document does not need 80 pages. It must fix the V1 scope, the users, critical business rules and technical constraints, with enough detail for every agency to price the same thing. It is also what Enterprise Ireland and early-stage investors expect to see when you apply for support such as an Innovation Voucher (EUR 5,000) or pitch a pre-seed round.
| Document section | Expected content | Indicative volume |
|---|---|---|
| Context and goals | Problem, target, 12-month success metrics | 1 to 2 pages |
| Personas and roles | Site manager, team lead, client admin | 3 to 5 roles |
| Prioritised user stories | "As a… I want… so that…" format, acceptance criteria | 35 stories |
| MoSCoW prioritisation | Must, Should, Could, Won't for V1 | 15 Must, 10 Should, 10 Could |
| Figma mock-ups | Key journeys, desktop and mobile screens | 15 to 25 screens |
| Technical constraints | Multi-tenant, offline, GDPR, EU hosting | 1 page |
| Integrations | Accounting, e-signature, SSO | 2 to 4 connectors |
| Business model | Per-user or per-site subscription | 1/2 page |
What scoping costs and what V1 costs
Scoping takes 2 to 4 weeks, either in-house if the founder has product experience, or with an agency or freelance consultant. Mock-ups often account for half of the scoping budget, but they do the most to narrow quote gaps.
| Item | 2026 range (excl. VAT) | Timeline |
|---|---|---|
| Scoping workshop (2 to 3 days) | EUR 3,000 to 6,000 | 1 to 2 weeks |
| Figma mock-ups, 15 to 25 screens | EUR 4,000 to 9,000 | 2 to 3 weeks |
| V1 "Must" only (15 stories) | EUR 50,000 to 65,000 | 12 to 14 weeks |
| V1 Must + Should (25 stories) | EUR 65,000 to 90,000 | 14 to 18 weeks |
| Offline mobile app | + EUR 15,000 to 30,000 | + 6 to 8 weeks |
| Hosting and maintenance | EUR 800 to 2,000 per month | From go-live |
An often-forgotten point: "Could" stories should not be part of the priced V1 scope. Use them to ask agencies for a separate estimate, useful for planning V2.
Pitfalls to avoid
First pitfall, describing solutions instead of needs: "a Kanban board" closes options, while "see late sites at a glance" lets the agency propose something better. Second, forgetting expensive business rules, such as multi-tenancy (each client sees only its own data) or working without network on a site. Third, not requiring the same response format: impose a story-by-story pricing grid with estimated days and day rate. Finally, set source code ownership and reversibility in the requirements document, not only at contract stage.
Mini case study
Aoife, founder of a Dublin startup building a construction site management SaaS, consults 4 agencies. With a 2-page brief, she receives quotes from EUR 38,000 to 110,000 excl. VAT, unusable. She invests EUR 5,000 in a scoping workshop and EUR 6,500 in 20 Figma screens, EUR 11,500 in total.
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New consultation on 35 MoSCoW stories: quotes for the 25 Must + Should stories narrow to EUR 68,000 to 82,000, a 20% gap instead of 190%. She picks the EUR 72,000 offer. Had she chosen the median EUR 62,000 quote without scoping, experience shows frequent change orders of 30 to 50%, i.e. EUR 80,000 to 93,000 in the end. Scoping pays for itself once it avoids about EUR 12,000 in change orders, and it doubles as material for her funding round.
FAQ
How much does a B2B SaaS requirements document cost?
A scoping workshop costs EUR 3,000 to 6,000 excl. VAT, plus EUR 4,000 to 9,000 with 15 to 25 Figma screens. The whole process takes 2 to 4 weeks.
How many user stories does a V1 need?
A B2B SaaS V1 usually fits in 25 to 40 stories. With MoSCoW prioritisation, about 15 Must stories are enough for a first commercial launch.
What budget should I plan for a construction management SaaS V1?
Expect EUR 50,000 to 90,000 excl. VAT depending on the stories kept. An offline mobile app adds EUR 15,000 to 30,000.
How many agencies should I consult?
Three to four agencies are enough. Beyond that, comparison time outweighs the benefit, and serious agencies decline tenders with more than 5 bidders.
Is the requirements document frozen after signing?
No, in agile delivery the scope evolves by swapping stories at constant budget. The document is the reference for trade-offs, with a 10 to 15% contingency built in.
Let's scope your project. Send us your brief, even a short one: we run the scoping workshop, write the user stories and price your V1 between EUR 50,000 and 90,000 excl. VAT depending on scope. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
