The verdict in three sentences
A clear business-extranet specification is the project's best investment: it saves 15 to 30% by avoiding back-and-forth and cost overruns. It must contain five blocks: user stories, a role matrix, security requirements (GDPR, MFA), SLAs, and acceptance criteria. With a target budget of 20,000 to 60,000 EUR excl. tax, a scoring grid lets you objectively compare three agency proposals.
The five essential blocks of the specification
A good spec describes the what, not the how: it lets the agency propose the technical solution while setting non-negotiable requirements. Here are the blocks and their typical weight in the document.
| Block | Expected content | Typical weight | Common mistake |
|---|---|---|---|
| User stories | Journeys per role, MoSCoW prioritization | 25% | Too many "must" features |
| Role matrix | Who sees and does what, per function | 20% | Vague or missing roles |
| Security | GDPR, MFA, encryption, logging | 20% | Deferred to project end |
| SLA & support | Uptime, fix delays, on-call | 15% | No quantified commitment |
| Acceptance criteria | Measurable acceptance tests | 20% | "It should work" |
A spec that clearly breaks down these blocks lets agencies price accurately, and therefore hand you comparable quotes.
Scoring grid to compare 3 proposals
Once quotes arrive, compare them with a weighted grid rather than by gut feel. Here is a 2026 model out of 100 points.
| Criterion | Weight | Agency A | Agency B | Agency C |
|---|---|---|---|---|
| Understanding of the need | 20 | /20 | /20 | /20 |
| Technical fit | 20 | /20 | /20 | /20 |
| Security & GDPR compliance | 15 | /15 | /15 | /15 |
| Price (value for money) | 20 | /20 | /20 | /20 |
| Timeline and method | 10 | /10 | /10 | /10 |
| Comparable references | 10 | /10 | /10 | /10 |
| Support/SLA quality | 5 | /5 | /5 | /5 |
The cheapest bid is almost never the best choice: weight price at 20% maximum so you do not sacrifice security and quality. A score gap under 5 points warrants re-evaluating each proposal's assumptions.
Mini case study
Mr. Perrin is an IS project manager at a trading group in Bordeaux. He launches an extranet for 90 pro customers and receives three quotes: 22,000, 34,000 and 41,000 EUR excl. tax. Without a structured spec, the gap leaves him puzzled. He writes a 14-page document (5 blocks + scoring grid) in 3 working days. Result: the agencies re-clarify their scope, and the 22,000 EUR bid reveals it excluded security and data migration (real overcost estimated at 9,000 EUR). The grid points to the 34,000 EUR bid, stronger on security and SLA. By clarifying scope, he avoids an estimated 12,000 EUR overrun and a 6-week delay: three days of writing protected a 34,000 EUR project.
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FAQ
Do I need a spec for a small extranet?
Yes, even a short one: 8 to 15 pages is enough. This document makes quotes comparable and protects you during acceptance and scope disputes.
Who should write the spec?
Ideally a client-side project manager, helped by future users for the user stories. An agency can support the upstream scoping, but keep ownership of the requirements.
What goes into security requirements?
At a minimum: GDPR compliance, MFA authentication, encryption of data at rest and in transit, access logging, and a security audit before go-live.
How to set a realistic SLA?
Define a target uptime (99.5 to 99.9%), fix delays per severity level, and possible on-call. Every commitment has a cost: match it to the extranet's real criticality.
Is the 20,000 to 60,000 EUR budget reliable?
It is a 2026 order of magnitude for a business extranet. The final price depends mostly on role granularity and integration with the existing information system.
Let's scope your project. Send us your specification (or your outline) and target budget (20 to 60k EUR): we will return a priced proposal scored against your criteria. 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.
