The verdict in three sentences
Without a specification, three Dublin agencies will send you three quotes between EUR 25,000 and 75,000 excl. VAT for the same app, because each one imagines a different scope. A scoping workshop at EUR 2,500 to 5,000 produces 40 user stories prioritised with MoSCoW and clickable mock-ups that bring this spread down to 1.4x. For a 30-person SME, the realistic 2026 target budget sits between EUR 30,000 and 55,000 excl. VAT for a first production release.
What a useful specification contains
A specification is not an 80-page novel. Agencies first read the context, the users, the prioritised features and the technical constraints. A 15 to 25 page document, with mock-ups, is enough to get comparable quotes.
| Section | Expected content | Indicative length | Impact on the quote |
|---|---|---|---|
| Context and goals | Current problem, target metrics (hours saved, errors avoided) | 1 to 2 pages | Shapes the architecture |
| User profiles | 3 to 5 roles (management, sales, workshop, accounts) | 1 page | Defines access rights |
| MoSCoW user stories | 40 stories: 18 Must, 12 Should, 7 Could, 3 Won't | 6 to 10 pages | Drives 70% of the estimate |
| Clickable mock-ups | 12 to 20 screens in Figma | Shared link | Cuts back-and-forth by 30% |
| Data and integrations | Excel import, ERP, accounting, APIs | 2 pages | Most underestimated item |
| Constraints | GDPR, EU hosting, browsers, mobile | 1 page | Filters out unsuitable bids |
| Acceptance criteria | How each story is validated | 2 pages | Secures delivery |
MoSCoW prioritisation is the decisive section. The 18 "Must" stories form the minimum viable product: if an agency cannot deliver them within your budget, it should say so in the quote. The "Won't" items matter just as much, they stop a supplier from inflating the price with modules you never asked for.
What scoping costs, and what it saves
Many managers hesitate to pay for a workshop before choosing a supplier. The maths is simple: scoping costs 5 to 10% of the project and avoids change requests that often amount to 20 to 35% of the initial budget.
| Scenario | Scoping cost | Range of 3 quotes | Max/min spread | Change requests observed (2026 order of magnitude) |
|---|---|---|---|---|
| 2-page brief sent by email | EUR 0 | EUR 25,000 to 75,000 | 3x | 25 to 35% |
| Specification written in-house | 2 to 4 internal days | EUR 32,000 to 62,000 | 1.9x | 15 to 20% |
| Light scoping workshop (2 days) | EUR 2,500 | EUR 34,000 to 52,000 | 1.5x | 10% |
| Full workshop + mock-ups (4 days) | EUR 5,000 | EUR 36,000 to 50,000 | 1.4x | 5 to 8% |
| Scoping + prototype tested by 5 users | EUR 8,000 | EUR 38,000 to 50,000 | 1.3x | under 5% |
For a Dublin SME, the full workshop at EUR 5,000 offers the best value. It usually runs as four half-days on your premises, with the managing director, one person per business function and the supplier's project lead. Check one key clause: you own the deliverable and can share it with other agencies to compare bids.
Budget lines for a EUR 30,000 to 55,000 business app
| Item | Share of budget | Amount for EUR 45,000 |
|---|---|---|
| UX design and final mock-ups | 10% | EUR 4,500 |
| Back-end and database development | 35% | EUR 15,750 |
| Front-end and responsive interfaces | 25% | EUR 11,250 |
| Data migration and integrations | 12% | EUR 5,400 |
| Testing, acceptance and fixes | 10% | EUR 4,500 |
| Go-live, training, documentation | 8% | EUR 3,600 |
Add annual maintenance at 12 to 18% of the build cost, i.e. EUR 5,400 to 8,100 per year, and EU hosting between EUR 60 and 250 per month depending on load.
Mini case study
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Thomas, managing director of a 30-person building materials distributor in Dublin, runs quotes, supplier orders and deliveries across six Excel files. He first consults three agencies with a two-page brief and receives EUR 27,000, 48,000 and 79,000: impossible to compare. He then orders a EUR 4,500 scoping workshop that produces 42 user stories and 16 screens. Second round: EUR 39,000, 44,000 and 54,000, a 1.38x spread. He picks the EUR 44,000 offer. The app saves 6 hours a week for 5 people, i.e. 1,300 hours a year valued at EUR 35 loaded cost: EUR 45,500 a year. The total investment of EUR 48,500 pays back in just over 12 months.
FAQ
Do you pay the agency that runs the scoping if you don't hire it?
Yes, a serious workshop is billed EUR 2,500 to 5,000 whether or not development follows. Some agencies deduct this amount from the project if you hire them, which makes scoping free for the winning bidder.
How long does writing a specification take?
Allow 2 to 4 weeks between the first workshop and the approved document. The agency consultation then adds 2 to 3 weeks to receive detailed quotes.
Can I use a free specification template?
A template helps with structure, but 70% of the value comes from user stories specific to your business. An empty template filled in one day rarely produces a quote spread below 2x.
Fixed price or time and materials with a precise specification?
With 40 prioritised stories and mock-ups, fixed price becomes possible and protects your budget. Still keep a 10% reserve for adjustments discovered during acceptance testing.
What timeline for a EUR 45,000 app?
Typically 12 to 16 weeks of development after scoping, with releases every two weeks. A first version usable by a pilot team is often available around week 8.
Let's scope your project. Send us your need, even as a short brief, and we will propose a priced scoping workshop, an indicative budget per phase and a delivery schedule. 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.